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Office Manager in Waukesha, WI at Healthstat, Inc.

Date Posted: 1/7/2019

Job Snapshot

Job Description

Hours per week:40

Healthstat is a leading provider of on-site primary care, high health risk intervention, chronic condition management and occupational medical care services in employer facilities. Through on-site centers, preventative care, wellness programs and comprehensive reporting, Healthstat alleviates a corporation’s rising cost of healthcare by improving the health of its employees and dependents. Healthstat currently manages more than 300 clinics nationwide serving over 200,000 participants.

Healthstat’s professional providers aid employees with reaching personal health improvement goals.  Our positions offer a unique opportunity to be directly involved with improving employee health with a singular commitment to wellness.

Healthstat is seeking a qualified Office Manager looking to be an integral part of our culture where people come first, and we strive to make a difference.  Personal health is our priority!!  Our clinics generate healthy and happy employees!


  • To serve as a trusted, respected, and knowledgeable resource of clinical expertise, information, and leadership to members of the Healthstat, Inc. clinical team assigned to deliver medical care and services to eligible employees of assigned Client Company clinics;  
  • To provide clinical oversight and direction of the Healthstat, Inc. clinical team assigned to deliver excellent medical care and services to eligible employees of assigned Client Company clinics;
  • To effectively interact with Healthstat Corporate Clinic Operations Department and other Healthstat Corporate areas as necessary (e.g., Client Services) to ensure provision of quality medical care services to assure fulfillment of the Employer/Healthstat contract.

Essential Primary Functions:             

  • Ensure the clinic(s) over which the Office Manager is responsible are staffed appropriately to meet both the Client Companies’ and patient’s demands and for developing cross-training policies and procedures where clinically and administratively appropriate;
  • Responsible for accurate, timely and effective compliance with Healthstat’s Human Resources policies and procedures; the will travel to the Healthstat Corporate office for training if the position offered is accepted.
  • Responsible for ensuring that each staff member exudes customer service and courtesy to every patient.
  • Responsible for ensuring all appropriate office supplies are ordered both in compliance with purchasing policies and procedures in a timely manner to ensure that all needed supplies are present on demand and to do so in a cost-efficient manner;  Healthstat will order office, medical, and other necessary supplies and invoice the client for these items.
  • Preparation, implementation, oversight and continual monitoring of appointment scheduling necessary to meet patient, clinician and Client Companies’ needs
  • Ensure inventory is adequate and accounted for monthly.  This includes pharmacy, medical supplies and equipment.
  • Responsible for maintaining current HIPAA and OSHA guidelines in their clinic locations
  • Work collaboratively with the Medical team assigned to said Client Company to deliver optimum care and coverage for contracted services.  This will include the site-specific Clinic Providers, Healthstat Corporate Clinic Operations, and Supervising Physicians
  • Act as a resource for continual development, implementation and monitoring of clinical activities that improve outcomes, increase utilization, and enhance clinical efficacy
  • Assists in the overall evaluation of clinic activity measurement and feedback to clinical staff
  • Act as a resource for development, implementation and monitoring of an educational process to assure understanding, use and compliance with the requirements for use of the electronic medical record and ancillary software systems (PMAT);
  • Serve as a general resource regarding all matters related to clinic and medical operations
  • Perform on-site clinic and remote chart/records/procedures audits as outlined by Healthstat
  • Act as a resource for providing information and feedback to Corporate Healthstat Clinic Operations regarding on-going clinic operations, client issues and concerns, and medical team management/staffing issues
  • Provide training to Healthstat clinic staff on referring patients to resources that may be available to them through the client.  The hands-on enrollment and engagement of these services will be performed by the client’s personnel.
  • Assist in the development of internal operations of Clinic-specific locations to meet the needs of the population being serviced
  • Provide periodic reports of oversight and auditing measures to Healthstat Corporate Coordinate activities of data gathering, information distribution and ongoing clinical oversight

Essential Secondary Functions:

  • Work cooperatively with Corporate Client Services and Clinic Operations to enhance provision of support to the on-site clinics
  • In collaboration with the client, develop and conduct patient surveys to ensure demands and needs of employees are addressed and implemented when appropriate.
  • Efficiently and satisfactorily carry out other duties as assigned or required.
  • Act as a resource for establishment and maintenance of a provider relations program to facilitate consistent and effective interaction and communication with Supervising Physicians, Mid-level Practitioners, and other medical care personnel that may deliver services to Client Company participants
  • Meet periodically with the Client to discuss clinic issues as needed, and at the approval of Healthstat Corporate; Client meetings should occur in collaboration with the Healthstat Corporate Client Services team member(s).
  • Participate in Client Company sponsored trainings from time to time at the approval of Healthstat Corporate.

Essential Physical Demands:

  • Ability to sit at desk in office location
  • Ability to travel to other clinical locations, vendor sites, or Healthstat Corporate Office on a scheduled and as needed basis
  • Ability to use a personal computer
  • Ability to clearly and effectively communicate by person and by telephone; Communication must be able to be expressed in English.
  • Ability to travel commercially by common carrier as required
  • Ability to occasionally lift/carry up to 20 (twenty) pounds for short distances.


Job Requirements


  • Bachelor’s Degree in Healthcare Management (or related field)
  • Direct experience (preferred) in setting up a medical clinic for health care delivery
  • Minimum 5 years experience (preferred) in direct employee management, including such areas as personnel selection and evaluation
  • Ability to successfully prioritize and complete multiple and varying tasks
  • Ability to work within budgetary guidelines and constraints
  • Ability to work towards clearly defined goals and objectives and to be accountable for progress towards/achievement of the goals
  • Must exhibit attributes of being appropriately assertive, enthusiastic, self-directed, and team-oriented consensus-builder, with a commitment to wellness, health promotion and chronic condition management
  • Must exhibit tact, patience, and resourcefulness in working with patients, clinicians, clients, colleagues, vendors, and personnel
  • Excellent written and verbal communication skills
  • Must be able to work accurately and thoroughly throughout the entire job process
  • Must complete Pro-Change Transtheoretical Model training (TTM) within 90 days of hire date. 
  • Consistently demonstrate professionalism and high-service attitude in communications and relationships with patients, clients, co-workers, Healthstat corporate leadership and support staff, employers, prospects, vendors, and carriers.


All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, ancestry, national origin, place of birth, age, marital status, or handicap.


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