Office Manager

Description

We are seeking a highly organized, detail-oriented, and proactive Office & Billing Manager to oversee daily operations and manage all aspects of patient billing, insurance coordination, and front office systems.

This role is critical to the success of our clinic—you will be the operational backbone, ensuring smooth patient flow, accurate billing, strong collections, and an exceptional front desk experience.

Requirements/Responsibilities

Office Operations & Team Leadership
-Oversee all front office operations, ensuring efficiency, organization, and professionalism
-Train, coach, and hold front desk staff accountable to performance standards
-Manage daily workflow, patient scheduling, and clinic flow to maximize efficiency
-Ensure all systems (EHR, scheduling, communication platforms) are utilized effectively
-Maintain a clean, organized, and patient-ready environment at all times
-Lead daily team huddles focused on metrics, goals, and patient care priorities

Billing & Insurance Management
-Manage all aspects of medical billing using ChiroTouch and clearinghouses
-Verify insurance benefits using platforms such as Availity and payer portals
-Accurately explain benefits to patients (copays, deductibles, coinsurance)
-Submit claims, track denials, and ensure timely resubmissions
-Manage accounts receivable (AR) and aging reports
-Follow up on unpaid claims and outstanding patient balances daily
-Ensure compliance with all billing regulations and documentation standards
-Maintain financial policies and ensure proper patient signatures (VBNs, consents, etc.)

Patient Financial Experience
-Present care plans and financial expectations clearly and confidently
-Collect payments at time of service and manage payment plans when needed
-Ensure a high level of professionalism and empathy in all financial conversations
-Address patient billing questions and concerns promptly and effectively

Financial & Performance Tracking
-Track and report daily, weekly, and monthly clinic metrics, including:
-Collections
-Visits
-Case acceptance
-Accounts receivable
-Reconcile daily financials and prepare deposits
-Review credit card (Amex/Chase) statements and categorize expenses
-Prepare financial reports for leadership and accounting

Administrative & Compliance Duties
-Process medical records requests in a timely manner
-Maintain accurate patient records and documentation
-Ensure compliance with HIPAA and clinic policies
-Manage scanning, filing, and document organization
-Coordinate with attorneys and providers on PI cases when applicable

Daily Expectations
-Monitor and respond to emails, patient communications, and system alerts throughout the day
-Ensure all patients are checked in/out efficiently
-Verify benefits and prepare financial breakdowns for upcoming appointments
-Follow up on outstanding balances and insurance claims
-Support the clinical team to maintain smooth patient flow

Weekly Expectations
-Review AR and collections reports
-Reconcile accounts and complete financial tracking
-Conduct staff check-ins or training sessions
-Submit necessary documentation to accounting
-Evaluate clinic performance metrics and identify areas for improvement
-Key Performance Indicators (KPIs)
-Collections and revenue growth
-AR aging and reduction of outstanding balances
-Clean claims rate and reduced denials
-Patient satisfaction and retention
-Efficiency of front office operations
-Staff performance and accountability
-Qualifications
-Minimum 2+ years experience in medical or chiropractic office management
-Strong knowledge of medical billing, insurance verification, and AR management
-Experience with ChiroTouch and insurance platforms (e.g., Availity) preferred
-Excellent organizational, leadership, and communication skills
-Ability to multitask and thrive in a fast-paced environment
-Strong attention to detail and problem-solving ability
-Professional, positive, and patient-focused demeanor

What We’re Looking For
-A leader who takes ownership and drives results
-Someone who is both systems-driven and people-focused
-A problem solver who anticipates needs and takes initiative
-A team player who contributes to a positive, high-energy clinic culture

Special Instructions

Please do not send any emails, resumes, or call.
We are making it really easy to apply for this position.

Simply submit a ZippyApp application package which may include the Common Employment Application, Resume, and a Cover Letter. In your Cover Letter, please write a short paragraph describing yourself and why you would make a great addition to our team. ZippyApp is the Common Employment Application for online and mobile that allows you to apply for jobs with one click, and is being accepted at a growing number of businesses each day.