Medical Office Manager

Job Description

Job Description

Description:

The Medical Office Manager ensures efficient, effective daily operations of the ACG medical practice while leading and supporting the office team. This role also requires a compassionate approach to patient service and staff leadership. In addition to administrative and supervisory responsibilities, the Medical Office Manager will provide direct clinical support as needed to ensure continuity of patient care and smooth daily operations.

Business Hours: 9AM to 4PM

We operate on a 35 hour work week and offer an excellent benefit package:

• 100% employer paid medical insurance
• PTO starting with your first full calendar year; PTO is prorated at time of hire
• 9 company holidays
• 401k Plan with 100% match on the first 3%, 50% match on additional 2%, vested immediately
• 100% Paid Parental and Medical leave
• SEPTA Benefits

The anticipated annual salary range for this position is $57,000–$68,000. Compensation is determined based on experience and qualifications. In certain circumstances, offers may fall outside of the listed range. This position is non-exempt.

Responsibilities:

• Coordinate office workflows, schedules, and systems to ensure smooth daily operations
• Manage direct report schedules to meet daily operational needs
• Help maintain accurate patient records and support data collection for Ryan White Program and other reporting requirements
• Manage office supply inventory, order supplies as needed, and coordinate with IT and the Procurement Manager as appropriate
• Ensure the office facility is maintained and conduct proactive maintenance inspections and audits
• Report facility and IT issues promptly to the appropriate contact
• Enforce agency policies and medical office procedures
• Update CLIA information as needed
• Ensure certificates remain current
• Coordinate with Accounting to process payments
• Communicate with the state regarding CLIA certification renewals and changes
• Supervise the Medical Receptionist, Medical Assistant, and Office Assistant
• Review and approve accurate biweekly timesheets for direct reports
• Conduct annual performance reviews for direct reports
• Oversee training for new office staff and lead new-hire office orientation, including policies, procedures, and emergency preparedness
• Collaborate with medical providers to solve problems and convene team huddles as needed
• Regularly review office procedures for efficiency and recommend improvements
• Coordinate with IT, HR, and Facilities as needed to support office operations
• Support special department projects as needed
• Respond to patient inquiries and complaints, and collaborate with the Operations Director to support patient satisfaction
• Perform phlebotomy, venipuncture, and specimen collection in accordance with established clinical protocols
• Administer medications, injections, and immunizations as permitted within scope of practice and per provider orders
• Support patient flow during high-volume periods or staff absences to minimize wait times and disruption to clinic operations
• Maintain clinical competency and stay current on all required certifications, trainings, and clinical protocols
• Maintain a safe, clean work environment by following established procedures, rules, and regulations
• Maintain confidentiality when handling sensitive employee information
• Build positive working relationships and support the ACG team in achieving shared goals
• Perform other duties as assigned

• Current Medical Assistant (CMA or CCMA) certification or Licensed Practical Nurse (LPN) licensure
• Current CPR/BLS certification
• At least 5 years of experience in phlebotomy, specimen collection, point-of-care testing, and other clinical support functions
• At least 3 years of supervisory experience, including scheduling, training, coaching, and performance management
• Experience in HIV primary care, infectious disease, community health, or a Ryan White-funded healthcare setting preferred
• Knowledge of CLIA regulations, quality control procedures, laboratory compliance standards, and healthcare requirements
• Familiarity with electronic health record (EHR) systems and healthcare data collection and reporting
• Bilingual (English/Spanish) preferred
• Knowledge of HIPAA regulations and the ability to maintain strict confidentiality of patient and employee information
• Strong organizational, leadership, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment
• Excellent verbal and written communication skills, with the ability to interact professionally with patients, providers, staff, vendors, and external agencies
• Proficiency in Microsoft Office and other standard office software
• Ability to oversee office operations, facility maintenance, supply inventory, and vendor coordination
• Knowledge of infection control standards, OSHA regulations, and universal precautions
• Ability to analyze workflows, identify improvement opportunities, and implement operational efficiencies
• Ability to work effectively with people from diverse backgrounds
• Strong organizational skills and the ability to prioritize tasks
• Ability to motivate others
• Service orientation and a proactive approach to helping others
• Ability to use computers, keyboards, and a mouse to enter, access, and retrieve data
• Ability to use photocopiers and scanners

Work Conditions:

• Primarily mobile position
• Exposed to hazards of the office such as file cabinet drawers, desk drawers, boxes being delivered that may need to be moved and or picked up.
• Subject to paper cuts.
• Occasional stooping, reaching, bending, kneeling, crouching.
• Occasional lifting of equipment or supplies (up to 50lbs).
• Handle emergency or crisis situations.
• While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, use hands to finger, handle or feel, and reach with arms and hands.
• May be exposed to diseases and infections