Medical Office Manager

Job Description

Job Description

The Cardiovascular Care Group

Medical Office Manager

What You Will Be Responsible For:

• Oversee the daily operations of a busy medical practice, ensuring efficient workflows, patient flow, scheduling, and adherence to practice policies and objectives.
• Lead, train, supervise, schedule, and evaluate administrative and clinical support staff, including front desk personnel and medical assistants.
• Provide operational and administrative support to physicians, including coordinating provider schedules, assisting with credentialing, and reducing administrative burden.
• Manage office operations, facilities issues, supply inventory, vendor relationships, monthly office and medical ordering, and special projects as assigned.
• Maintain strict confidentiality when handling sensitive employee, patient, and practice information.
• Support financial operations, including budgeting, expense tracking, billing processes, reimbursement optimization, financial reporting, and vendor contract management.
• Oversee revenue cycle activities, including coding accuracy, charge capture, prior authorizations, claim submissions, denials management, collections, and collaboration with billing teams.
• Ensure compliance with HIPAA, OSHA, CMS, and specialty accreditation standards while maintaining required policies, procedures, and documentation.
• Monitor and improve patient satisfaction by resolving escalated concerns and implementing service quality initiatives.
• Coordinate clinic operations with vascular labs, imaging centers, pharmacies, and other ancillary services.
• Maintain accurate patient and physician records, including scanning, record preparation, and documentation management.
• Provide direct clinical support, including:
  • Rooming patients and obtaining vital signs
  • Wound care and compression measurements
  • Assisting with minor surgical and vascular procedures
  • Suture, staple, and Permacath removals
  • Lymphedema pump ordering and related patient care activities
• Manage clinical and patient support functions, including prescription refills, patient clinical inquiries, disability forms, CT/MRI authorizations, and weekly chart preparation.
• Maintain a clean, organized, and safe environment to support high-quality patient care and safety.

Desired Skills and Experience:

• 5+ years of medical practice management experience; vascular, cardiology, surgical, or other specialty practice experience preferred.
• Proven leadership and supervisory experience managing administrative and clinical staff.
• Strong knowledge of medical billing, coding, reimbursement, and revenue cycle management.
• Clinical experience as a Certified Medical Assistant or Medical Assistant.
• Solid understanding of healthcare regulations, compliance requirements, and practice operations.
• Strong financial acumen, including budgeting, expense management, and financial reporting.
• Excellent communication, interpersonal, customer service, and conflict-resolution skills.
• Demonstrated ability to multitask, prioritize responsibilities, solve problems, and meet deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite and electronic medical record (EMR) systems.

Education:

• High School Diploma or equivalent required; Bachelor's degree preferred.
• Certified Medical Assistant (CMA) certification preferred or required, as applicable.

Benefits:

• Medical (100% paid by the group for Employee Only coverage with the Cigna Bronze plan). 
• Dental – three plans to choose from Delta Dental and Cigna.
• Vision – two plans to choose from Delta VSP.
• Health Savings Account and Flexible Spending Accounts (Healthcare, Dependent Care, Transit and Parking) through Upswing.
• Life Insurance – $25,000 Paid by the group with the option to enroll in additional Voluntary Life Insurance coverage.
• Short-Term Disability and Long-Term Disability through New York Life with the option to enroll in additional voluntary coverage.
• Ancillary optional benefits – Accident, Critical Illness and Hospital Indemnity through New York Life. 
• Paid Time Off 
• Holiday Pay 
• Paid Jury Duty – 1 day of full pay. 
• Employee Assistance Programs through RWJBH and Cigna.
• 401k Employer Contributions – upon eligibility, group contributes 3% 
• Working Advantage and Life Mart Employee Discounts.
• Holiday Party, Employee Appreciation Days, Ice Cream Socials, various Fundraisers and Contests (receive prizes!) – Lots of employee engagement.