Charity Klett
Nashville,TN
Summary
Dynamic Office Manager with a proven track record at Nashville Advanced Plastic Surgery, excelling in workflow optimization and patient scheduling. Expert in inventory control and compliance monitoring, I fostered a collaborative team environment while enhancing operational efficiency. My strong organizational skills and commitment to exceptional customer service significantly improved patient experiences.
Overview
16
16
years of professional experience
Work History
Office Manager/Surgery Scheduler
Nashville Advanced Plastic Surgery
07.2023 - 12.2025
- Managed daily office operations, ensuring efficient workflow and adherence to policies.
- Coordinated scheduling for patient appointments, optimizing clinic utilization and reducing wait times.
- Oversaw inventory management, maintaining adequate supplies and minimizing costs through effective vendor relations.
- Developed and implemented office procedures that improved communication among staff and enhanced patient experience.
- Trained new administrative staff on office protocols, fostering a collaborative team environment.
- Streamlined electronic health record (EHR) system usage, enhancing data accuracy and retrieval efficiency.
- Monitored compliance with healthcare regulations, assuring organizational standards were met consistently.
- Assisted in budgeting processes by tracking expenses and identifying cost-saving opportunities within the office operations.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
- Contributed to workplace safety by ensuring compliance with established emergency protocols and conducting regular equipment inspections.
- Facilitated positive work environment, addressing employee concerns promptly and fostering culture of mutual respect.
- Resolved office disputes swiftly and equitably, maintaining harmonious workplace.
- Managed scheduling and coordination of all office meetings to ensure smooth operations and minimal conflicts.
- Implemented comprehensive training program for new hires, improving their integration into team and productivity.
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Handled urgent requests effectively, prioritizing cases requiring immediate attention while also balancing routine surgery demands appropriately.
- Took pre-operative orders from surgeons and anesthesiologists for smooth operation planning.
- Maintained strict confidentiality in handling sensitive patient information, adhering to HIPAA guidelines and clinic policies.
- Obtained pre-authorizations and pre-certifications ahead of scheduled surgeries.
- Demonstrated adaptability in managing last-minute schedule changes while minimizing disruption to overall workflow.
- Resolved scheduling conflicts to maintain high-quality patient services.
- Acted as a liaison between patients, insurance carriers, and the surgical team to secure necessary authorizations for timely procedures.
- Reduced surgery cancellations with thorough pre-operative assessments and communication with patients.
- Developed relationships with referring physicians'' offices, fostering strong communication channels that benefitted both parties in coordinating patient care.
- Assisted with the coordination of post-operative care plans, facilitating smooth transitions for patients during recovery periods.
- Maintained accurate records for billing purposes, ensuring proper reimbursement from insurance carriers and patients alike.
- Managed office bookkeeping with insurance billing and patient payments.
- Placed new supply orders, managed inventory and restocked clerical spaces.
Office Manager
Nashville Oncology
06.2015 - 06.2023
- Streamlined office operations to enhance efficiency and support patient care initiatives.
- Coordinated scheduling for medical staff and patient appointments, optimizing workflow management.
- Implemented electronic health record systems, improving data accuracy and retrieval speed.
- Managed inventory of medical supplies, ensuring availability for clinical staff and minimizing waste.
- Facilitated communication between departments to ensure alignment on patient care protocols and procedures.
- Led process improvement initiatives that increased overall operational efficiency in the oncology center.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Spearheaded community outreach initiatives, improving company's local reputation and engagement.
- Provided comprehensive administrative support to senior management, enabling them to focus on strategic decision-making.
Paralegal
Diane Livingston
03.2010 - 05.2015
- Conducted legal research to support case preparation and strategy development.
- Drafted legal documents, including pleadings and discovery materials, ensuring compliance with court rules.
- Managed case files, organizing and maintaining documentation for efficient retrieval and review.
- Coordinated communication between clients, attorneys, and court personnel to streamline processes.
- Reviewed and summarized depositions, contracts, and other legal materials for attorney analysis.
- Reduced attorney workload by drafting routine legal documents such as pleadings, motions, and affidavits.
- Managed scheduling of court calendars and deadlines to maintain smooth flow of firm operations.
- Assisted counsel in preparing answers, providing documentation, and information for discovery request.
- Edited and proofread legal documents to verify accuracy.
- Contributed to firm-client relationship building through professional interactions with clients during meetings or phone calls, conveying empathy while maintaining confidentiality.
- Communicated with clients, opposing counsel and court personnel to keep all parties informed on case updates.
- Maintained and updated organized client contact information to keep in touch with clients and provide updates on cases.
- Helped attorneys prepare for trial by organizing exhibits and calling on witnesses to testify at hearings.
Education
High School Diploma -
Summit Christian Academy
Dallas, TXSkills
- Customer service
- Office management
- Organizational skills
- Office administration
- Data entry
- Customer relations
- Billing
- Scheduling and calendar management
- Administrative support
- Payroll processing
- Document management
- Payroll and budgeting
- Clerical support
- Account reconciliation
- Credit and collections
- Relationship building
- Scheduling
- Scheduling coordination
- Inventory control
- Staff management
- Employee supervision
- Operations management
- Staff hiring
- Conflict management
- Employee training
- Policy implementation
- Workflow optimization
- Expense reporting
- Team supervision
- Staff training
- Meeting planning
- Workflow planning
- Compliance monitoring
- Information protection
- Goal setting
- Attention to detail
- Multitasking and organization
- Problem-solving abilities
Timeline
Office Manager/Surgery Scheduler
Nashville Advanced Plastic Surgery
07.2023 - 12.2025
Office Manager
Nashville Oncology
06.2015 - 06.2023
Paralegal
Diane Livingston
03.2010 - 05.2015
High School Diploma -
Summit Christian Academy