Medical Office Manager

Job Description

Job Description

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Job Summary
The Office Manager is responsible for overseeing the daily administrative and operational functions of the Children’s Clinic of Fredericksburg, Doorstep Urgent Care, and the Children’s Counseling Center. This leadership role is responsible for ensuring operational efficiency, workflow consistency, administrative oversight, and the successful execution of processes and procedures across all entities.

We are seeking an energetic Medical Office Manager to join our team. In this role, you will be responsible for overseeing the daily operations of our Pediatric Office, ensuring efficiency, compliance and excellent patient care. The ideal candidate will be go-getter, possess strong organizational skills, and help maintain our vision and mission.

 
Essential Responsibilities
Operational Oversight

• Oversee daily clinic operations and workflow execution across all three entities
• Monitor operational performance and identify areas requiring improvement
• Maintain organization, structure, and consistency within office operations
• Address operational concerns and workflow disruptions in a timely manner
• Ensure all locations remain patient-ready, organized, and professionally maintained
• Implement policies and procedures established by Operations Manager
• Serve as liaison between clinic staff and Operations Manager
• Monitor staffing needs and operational efficiency
• Escalate high-risk or complex issues to Operations Manager
• Maintain documentation related to staff performance and compliance
• Run the PHI of the businesses

Administrative Leadership

• Supervise clinical and administrative staff across all entities
• Provide guidance, direction, and support to staff and department leads
• Promote accountability, professionalism, and strong communication among teams
• Assist with staffing coordination, scheduling oversight, and operational coverage
• Ensure staff are following established procedures, policies, and expectations
• Conduct performance reviews, coaching, and corrective action
• Manage attendance, scheduling, PTO approvals, and coverage
• Address employee concerns and enforce clinic policies

Workflow Improvement & Process Management

• Evaluate current workflows, systems, and procedures for efficiency and effectiveness
• Develop and implement workflow improvement initiatives when appropriate
• Identify recurring operational issues and recommend long-term solutions
• Assist in creating, organizing, and maintaining office processes and procedures to include: workflows and SOP’s
• Ensure consistency in operational standards across all locations

Strategic Operations & Leadership Collaboration

• Present operational ideas, recommendations, and larger process improvement initiatives to executive leadership
• Participate in operational planning and organizational development discussions
• Provide leadership with operational insight, workflow observations, and recommendations for improvement
• Assist in implementing organizational goals and operational changes
• Support leadership in maintaining a productive, structured, and patient-focused work environment

Compliance & Professional Standards

• Ensure compliance with HIPAA, safety standards, infection control protocols, and organizational policies
• Maintain confidentiality of patient, employee, and organizational information
• Promote professionalism and positive workplace culture across all departments

About Us
Our motto is " We do right, everyday "

Qualifications

• Bachelor’s degree in business or a related field
• 3 to 5 Years of Experience as a Medical Office Manager 
• Must have prior clinical experience (Medical assistant or similar roles)
• Deep understanding of organizational effectiveness and management
• Skills with Employee Relations 
• Excellent verbal and written communication
• Knowledge of sound business practices and financial principles