Office Manager (Family Medicine)

Job Description

Job Description

Overview

Vanova Health is supporting Cotler Family Medicine, a well-established outpatient practice in Wall, New Jersey, in their search for a full-time Office Manager to join their collaborative care team. Located just two miles from the Atlantic Ocean and within convenient reach of Philadelphia and New York City, Cotler Family Medicine offers an exceptional work environment that combines professional growth with quality of life.

This role provides an opportunity to work alongside board-certified physicians in a supportive, team-oriented environment. The Office Manager will be expected to provide effective leadership and accountability for ambulatory care operations including excellence in customer service, human resources, information systems, patient-focused clinical care, quality assurance and financial management.

In addition to a competitive salary range of $70,000-$85,000, the position includes two weeks of paid time off, health benefits, and access to pension and profit-sharing plans. Cotler Family Medicine is committed to fostering professional development and delivering high-quality care in a setting that promotes work-life balance.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES (included but not limited to):

• Manages the daily operations in the clinic. Optimizes clinic workflows. Acts as a resource in the daily operations and activities of the department. Athena charting, Quality metrics, Care gaps, ACO participation. Communication with Aledade, Vanguard and ACO partners.
• Collaborates with hospital care sites and physician leadership. Promotes effective working relationships within the service line to facilitate achieving goals and objectives.
• Works directly with patients to address patient questions and concerns regarding care and billing, evaluate various resolutions and ensure patients receive satisfactory resolution.
• Creates and oversees daily work schedules including management of daily staffing and float coverage. Oversees active schedule management to balance patient access, schedule, utilization, and continuity during hours of clinic operation. Manages prior authorization and referral processes.
• Leads clinic team in problem solving to address issues relating to patient safety, care and service.
• Promotes effective working relationships and works effectively as part of the clinic team to facilitate meeting its goals and objectives. Assists in development of capital planning and operating budgets.
• Manages clinic teams on quality initiatives and managing quality metrics. Collaborates with the leadership team and physician leader to identify and drive quality and performance improvement initiatives. Drives and supports associate engagement and patient experience outcomes.
• Manages Human Resource management functions including interviewing, selection, orientation, education/training, feedback, performance evaluation, and policy and procedure development. Maintains Kronos records for employees.
• Directs, oversees, and coordinates training of new employees. Builds strong partnership with local clinic physician leadership.
• Takes an active role in professional development of associates; developing leaders as appropriate.
• Creates a culture of patient safety including documentation and reporting. Maintains audits for medication safety. Ensures compliance with applicable regulatory guidelines, and licensure, compliance and accreditation requirements. Ensures compliance with established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
• Partners with physicians around panel management. Maintains records regarding patient linking, population health, and care gap closure.
• Promotes mission, vision, and values of Cotler Family Practice, and abides by service behavior standards.

Qualifications

REQUIRED SKILLS & QUALIFICATIONS

• Managerial Experience: Minimum of 3 years in a leadership role. 5 years preferred.
• Healthcare Background: Minimum 5 years of experience in a physician practice or outpatient healthcare setting. Primary Care experience preferred.
• Technical Proficiency: Comfortable using technology and adapting to new systems.
• Systems Knowledge: Familiarity with Athena, quality metrics, and care gap management highly desirable.
• Education: Bachelor’s degree in healthcare or a related field preferred; equivalent experience considered.
• Communication: Strong interpersonal and communication skills, with the ability to collaborate effectively across teams.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• Ability to work on-site during standard business hours, with flexibility for weekend shifts.
• Role is based in an outpatient clinical setting with direct patient interaction.
• Frequent collaboration with frontline staff and physicians to ensure seamless care delivery.

TOTAL REWARDS AT COTLER FAMILY MEDICINE:

At Cotler Family Medicine, we believe rewards go beyond a paycheck. We value the full experience of being part of a collaborative, patient-focused team that prioritizes quality care and professional growth. We’re proud to offer competitive compensation, comprehensive health benefits, retirement savings options, paid time off, and opportunities for continued learning in a supportive environment. We are committed to investing in the future of our team and providing benefits that support every stage of your career with us.

• Salary Range: $70,000-$85,000
• Two weeks of paid time off
• Health Benefits
• Pension and profit-sharing plans included in comprehensive benefits package
• May be eligible for a performance-based bonus

EEOC Statement: Cotler Family Medicine is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all responsibilities, duties, and skills associated with it. Duties and expectations may be subject to change with or without notice.

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