Medical Office Manager

Job Description Job Description Description: Reports to: Clinic Director / COO Department: Clinic Operations & Patient Experience Location: PT Now Kendall Role Description & Mission The Office Manager ensures the smooth, compliant, and efficient daily operation of PT Now clinics. This role embodies Purpose-Driven Leadership and Bold Accountability by managing staff, overseeing compliance requirements, and ensuring administrative and operational excellence. The Office Manager champions growth, profit, and culture — driving clinic performance while building a team environment that reflects PT Now's values. The mission of this role is to: Provide leadership and structure so the clinic team consistently delivers on PT Now's mission: to provide high-quality, accessible rehabilitation services that transform lives. Champion clinic growth by supporting patient acquisition, retention, and referral development. Drive profitability through operational efficiency, billing accuracy, and resource management. Build and sustain a values-driven culture where staff are engaged, accountable, and aligned with PT Now's Core Values. Maintain compliance with all regulations, licenses, and internal standards. Support financial integrity by ensuring accuracy in billing, payroll reporting, and patient documentation. Lead staff in alignment with PT Now's Core Values: Purpose-Driven Leadership, Relentless Integrity, Service Before Self, Bold Accountability, Urgency with Impact. Key Performance Indicators (KPIs) Compliance Accuracy: 100% of licenses, employee files, and documentation current. Patient Chart Audit Accuracy: = 95% compliance in demographic and documentation audits. Staff Performance: 100% of employees complete annual reviews on time. Operational Efficiency: Weekly and monthly reports submitted 100% on time. Facility & Equipment Compliance: All logs updated with zero missed maintenance deadlines. Patient Experience: = 4.8/5 average satisfaction rating for overall clinic experience. Clinic Growth Metrics: Patient volume, new patient acquisition, and referral source development. Profitability Indicators: Billing accuracy, collections rate, and operational cost management. Culture & Engagement: Staff retention rate and team engagement scores. Scope of Work Leadership & Staff Management Supervise front desk staff and oversee daily office flow. Verify and report payroll hours to accounting. Conduct weekly staff meetings and biweekly provider hours reporting to corporate HR. Attend Company Trainings, Meetings and Events. Manage time-off requests, vacation coverage, and staffing needs. Issue write-ups and handle patient complaints professionally. Ensure staff are on time, in uniform, and upholding PT Now standards. Foster a culture of accountability, recognition, and team excellence. Coach and develop Patient Care Coordinators to drive patient engagement and show rates. Compliance Oversight Maintain compliance with HIPAA, AHCA, and all local/state requirements. Ensure all employee files are complete and current (applications, ID, background checks, fingerprints, etc.). Keep Policies & Procedures manual updated and accessible. Track employee annual reviews. Ensure all licenses are valid, posted, and filed correctly. Financial & Administrative Verify billing review logs signed by Medical Director and returned. Confirm billing is submitted timely/current. Submit monthly and weekly reports to leadership. Monitor clinic financial performance and identify opportunities to improve profitability. Track and report on key growth and revenue metrics. Patient Documentation & Audits Audit charts for complete documentation and accurate billing. Ensure insurance eligibility is on file and accurate. Support billing integrity through documentation quality control. Facility & Equipment Management Oversee maintenance agreements and ensure equipment is calibrated and cleaned. Maintain updated logs for all equipment and facility systems. Patient & Clinic Experience Support a world-class patient experience by ensuring operational smoothness. Keep office clean, organized, and professional at all times. Champion initiatives that improve patient satisfaction, retention, and referrals. Growth, Profit & Culture Champion Drive growth by supporting marketing initiatives, referral development, and new patient onboarding excellence. Protect profit through operational efficiency, accurate billing, and smart resource management. Build culture by modeling PT Now's Core Values, celebrating team wins, and creating an environment where staff thrive. Requirements: Skills & Competencies Leadership: Ability to manage, coach, and hold staff accountable. Organization: Skilled at balancing multiple tasks, deadlines, and compliance requirements. Communication: Clear, professional communication with staff, patients, and leadership. Compliance Knowledge : HIPAA, AHCA, licensing, and medical records requirements. Technical Proficiency: EMR software (IKON), Microsoft Office, scheduling systems. Problem-Solving: Proactive in identifying and correcting issues in operations or compliance. Business Acumen: Understanding of clinic metrics, profitability drivers, and growth strategies. Alignment with Core Values in all actions. Ideal DISC Profile High S / High C with Moderate D: High S: Steady, reliable leadership presence for staff. High C: Accuracy and detail focus for compliance and reporting. Moderate D: Confidence to enforce accountability and resolve conflicts.