MEDICAL OFFICE MANAGER

Job Description

Job Description

Position Overview

Plastic Surgery and Wound Consultants is seeking an experienced, highly organized, and proactive Medical Office Manager to oversee the daily administrative and operational functions of our medical practice.

The ideal candidate will have a strong background in medical office administration, medical billing and coding, insurance credentialing, staff supervision, and patient coordination.

This is a hands-on management position requiring someone who can oversee and train staff, monitor billing accuracy, coordinate patient care, assist with front-office operations when necessary, manage provider credentialing, and oversee payroll and administrative compliance.

The successful candidate must be detail-oriented, dependable, professional, and capable of independently managing multiple responsibilities while ensuring efficient office operations and excellent patient service.

Key Responsibilities

1. Office Management and Staff Supervision

• Oversee the daily operations of the medical office.

• Supervise, train, and evaluate administrative and clinical support staff.

• Establish and maintain office policies, procedures, and workflow standards.

• Monitor staff productivity, attendance, performance, and accountability.

• Coordinate staffing schedules and ensure appropriate coverage.

• Identify operational inefficiencies and implement improvements.

• Serve as the primary point of contact for administrative issues.

2. Medical Billing and Revenue Cycle Oversight

• Review and double-check medical billing to ensure all services provided are appropriately documented and billed.

• Verify that patient encounters, procedures, consultations, and follow-up visits are accurately captured.

• Ensure appropriate CPT, ICD-10, and modifier assignment, consistent with provider documentation and applicable billing rules.

• Identify missed charges, coding errors, claim denials, and billing discrepancies.

• Coordinate with billing companies, insurance representatives, and internal staff to resolve billing issues.

• Monitor accounts receivable, outstanding claims, and reimbursement trends.

• Ensure that all billable services are submitted accurately and in a timely manner.

• Develop systems to minimize missed charges and improve collections.

3. Patient Coordination and Front Office

• Coordinate patient appointments, consultations, follow-ups, and procedures.

• Serve as a patient coordinator throughout the patient experience.

• Assist with patient check-in and check-out when needed.

• Verify insurance eligibility and benefits.

• Coordinate referrals, authorizations, and required medical documentation.

• Communicate professionally with patients regarding scheduling, paperwork, and administrative questions.

• Assist with patient concerns and ensure a positive patient experience.

• Support front-desk staff during busy periods or staffing shortages.

4. Insurance and Provider Credentialing

• Manage physician, physician assistant, and nurse practitioner credentialing with insurance companies.

• Complete and maintain CAQH profiles and insurance enrollment applications.

• Coordinate Medicare and other government-program enrollment when applicable.

• Manage hospital and facility credentialing applications, renewals, and reappointments.

• Track provider licenses, DEA registrations, malpractice insurance, certifications, and other required documentation.

• Maintain credentialing records and expiration-date tracking systems.

• Follow up with insurance companies, hospitals, and credentialing departments to ensure timely approval.

• Maintain regulatory and administrative documentation required for the practice.

5. Payroll and Human Resources Administration

• Coordinate and process payroll accurately and on schedule.

• Maintain employee and contractor records.

• Track employee hours, attendance, PTO, and applicable leave.

• Coordinate onboarding and offboarding procedures.

• Assist with recruitment, interviewing, and hiring of administrative and clinical support staff.

• Maintain personnel files and required employment documentation.

• Coordinate payroll questions and communicate with the payroll provider.

• Maintain confidentiality of employee compensation and personnel information.

6. Regulatory and Administrative Compliance

• Maintain organized medical office policies and administrative records.

• Coordinate required regulatory paperwork, renewals, and practice documentation.

• Assist with HIPAA compliance and patient confidentiality procedures.

• Ensure staff complete required training and maintain appropriate documentation.

• Coordinate business licenses, provider licenses, insurance documentation, and other applicable renewals.

• Assist with preparation for audits, insurance reviews, and regulatory inspections.

Qualifications and Experience

• Minimum 3–5 years of experience in medical office management, medical billing, or healthcare administration.

• Previous experience supervising and training medical office staff.

• Strong knowledge of medical billing, CPT and ICD-10 coding, and insurance reimbursement.

• Experience with physician and mid-level provider credentialing.

• Familiarity with Medicare, commercial insurance, CAQH, and provider enrollment.

• Experience with payroll administration and employee management.

• Knowledge of HIPAA and general medical office compliance requirements.

• Excellent organizational, communication, and problem-solving skills.

• Proficiency with electronic medical records (EMR), practice management systems, and Microsoft Office.

• Ability to work independently, prioritize responsibilities, and manage multiple projects.

Preferred Qualifications

• Experience in plastic surgery, wound care, dermatology, or a multispecialty medical practice.

• Medical billing and coding certification (CPC, CCS, or equivalent).

• Experience with hospital credentialing and provider enrollment.

• Experience working with both professional and procedural medical billing.

• Familiarity with California healthcare employment and regulatory requirements.

Personal Attributes

The ideal candidate will be:

• Highly organized and detail-oriented.

• Proactive and capable of taking ownership of responsibilities.

• Comfortable supervising staff and enforcing accountability.

• Financially conscientious, with a strong understanding of billing accuracy and revenue collection.

• Professional and compassionate when interacting with patients.

• Able to transition between management responsibilities and hands-on administrative duties.

• Trustworthy and able to maintain strict confidentiality.

Position Details

Position: Full-Time Medical Office Manager
Location: Los Angeles, California
Employment Type: Full-Time, On-Site
Compensation: Competitive, based on experience and qualifications
Reports To: Practice Physician / Medical Director

Performance Expectations

The Medical Office Manager will be evaluated based on:

1. Accuracy and completeness of medical billing and charge capture.

2. Efficiency of daily office operations.

3. Staff supervision, training, and performance.

4. Timely completion of insurance and hospital credentialing.

5. Accuracy and timeliness of payroll.

6. Patient satisfaction and coordination.

7. Maintenance of regulatory and administrative compliance.

8. Ability to identify problems and independently implement solutions.