Medical Office Site Manager

Job Description

Job Description

Company Overview

Carolina Heart Specialists is a well-established cardiology practice serving Lancaster, Rock Hill, and surrounding counties. With over 25 years of dedicated cardiovascular care, our team of physicians and staff are committed to providing exceptional medical services across multiple locations and collaborating with leading hospitals to ensure comprehensive patient care.
We are seeking an experienced and organized Medical Office Site Manager to oversee the daily operations of our medical practice. This role oversees the Lancaster region and the Rock Hill office, with oversight of the Rock Hill office being temporary through January 2027. The Site Manager will be responsible for staff supervision, operational efficiency, patient satisfaction, and compliance with healthcare regulations. This role is critical in ensuring smooth clinic operations while supporting providers and staff in delivering high-quality patient care. This position reports to the practice's physician leadership and the CVAUSA NSO Operations Lead.

Key Responsibilities

Operations & Administration

• Manage day-to-day clinic operations to ensure efficiency and patient flow
• Oversee operations across the Lancaster region and the Rock Hill office (Rock Hill oversight is temporary through January 2027)
• Oversee scheduling, front desk, clinical support, and office workflows
• Ensure compliance with HIPAA, OSHA, and other regulatory requirements
• Maintain office policies, procedures, and documentation
• Coordinate with vendors, service providers, and facility management
• Facilitate regular communication between physicians, nurses, and administrative staff

Staff Management

• Supervise hiring, training, and performance management of all clinical and administrative staff.
• Develop and maintain staff schedules, ensuring adequate coverage for all practice operations.
• Promote a positive work environment and facilitate conflict resolution as needed.
• Address staff performance issues and support employee development

Patient Experience and Satisfaction

• Oversee patient scheduling, registration, and communication to ensure optimal patient flow.
• Oversee patient satisfaction surveys and feedback mechanisms to continually improve the quality of care.
• Work closely with clinical teams to ensure a high standard of patient safety, care, and comfort.
• Address patient complaints and concerns promptly to maintain the practice’s reputation.

Financial & Reporting

• Monitor daily operations, productivity, and key performance metrics
• Assist with budgeting, billing coordination, and revenue cycle processes
• Ensure accurate documentation and reporting to leadership

Clinical Support (as applicable)

• Support providers and clinical staff as needed to maintain clinic flow
• Assist with onboarding new providers and staff

Qualifications

• Associate’s or Bachelor’s degree in Healthcare Administration, Business Administration, or related field preferred
• Minimum of 5 years of experience in a medical office or healthcare setting
• Prior supervisory or management experience required
• Knowledge of medical office operations, billing, and insurance processes
• Strong understanding of healthcare compliance and regulations

Skills & Competencies

• Strong leadership and people management skills
• Excellent organizational and problem-solving abilities
• Effective communication and conflict-resolution skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency with EMR/EHR systems and Microsoft Office

Benefits

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

Work Location: In person

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