Office Manager

VIPcare Office Manager

Our purpose is Better Health. Specializing in primary care for patients 65+ is our passion.

What's Your Why?

• Are you looking for a career opportunity that will help you grow personally and professionally?
• Do you have a passion for helping others achieve Better Health?
• Are you ready to join a growing team that shares your mission?

Why Join Our Team:

At VIPcare, we value you. We see you. Team Members at VIPcare are living their why and building their careers with a reliable team that shares their mission of providing 5-star service that always puts patient care and outcomes first. At VIPcare, it's the little things we do each and every day that set us apart from other primary care practices. Our patients are family, and we want to keep our family healthy. Be part of a team that is transforming healthcare one patient at a time. We take great care of our team so they can take great care of our patients and achieve: Better Care. Better Outcomes. Better Health.

Responsibilities

Reports To: Regional Practice Manager

Position Objective:

The Office Manager is responsible for leading the day-to-day operations of an assigned medical practice while fostering a high-performing, patient-centered culture that delivers Five-Star Service. This role oversees both clinical and administrative operations, manages clinic staff, supports providers, and drives operational excellence through quality, service, financial, and patient care outcomes. The Office Manager serves as the operational leader for the clinic, ensuring efficient workflows, regulatory compliance, exceptional patient experiences, and achievement of organizational performance goals within a Medicare Advantage, value-based care environment.

Essential Responsibilities:

Clinic Operations & Performance:

• Lead the day-to-day operations of the assigned medical practice to ensure efficient, patient-centered clinic operations.
• Monitor, analyze, and improve key operational and clinical performance metrics, including HEDIS measures, patient access, admission management, emergency room utilization, patients not seen, quality outcomes, patient satisfaction, and other organizational KPIs.
• Identify operational improvement opportunities and implement workflow enhancements that improve quality, efficiency, and patient experience.
• Track and report on Medicare Advantage Star Ratings metrics, value-based care performance targets, and performance bonus program requirements.
• Ensure front-office and back-office operations function efficiently while maintaining exceptional service standards.

Leadership & Team Management:

• Directly supervise clinic staff, including Medical Assistants, Receptionists, Licensed Practical Nurses (LPNs), and other assigned team members (typically 37 team members).
• Manage staffing, scheduling, payroll approval, PTO, attendance, coaching, performance management, and employee development.
• Recruit, onboard, train, mentor, and develop clinic team members in accordance with VIPcare standards.
• Lead daily clinic huddles and coordinate daily staffing priorities.
• Foster a collaborative, accountable, and patient-focused culture.

Provider & Patient Support:

• Partner closely with physicians and advanced practice providers to ensure efficient clinic operations and high-quality patient care.
• Coordinate provider schedules and support administrative and clinical workflows.
• Assist providers with credentialing, hospital access, professional licensing, payer enrollment, and related administrative activities.
• Support patient access initiatives, care coordination, referrals, and proactive outreach activities.

Administrative & Financial Operations:

• Ensure accurate management of:
• Office supplies
• Medical inventory
• Pharmaceutical inventory
• Invoices
• Referral processing
• Patient records
• Medication management
• Maintain clinic calendars, communication boards, schedules, and operational tracking tools.
• Communicate clinic performance, operational issues, and improvement recommendations to leadership.

Compliance & Quality:

• Ensure compliance with Medicare Advantage requirements, HIPAA, OSHA, CLIA, infection prevention standards, and applicable employment laws.
• Promote patient safety and promptly report suspected compliance, privacy, or safety concerns.
• Maintain accurate clinical and operational documentation.
• Participate in organizational meetings and communicate key updates to clinic staff.
• Perform other duties as assigned.

Position Requirements/ Skills:

Education:

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred.

Experience:

• 4+ years of progressive experience in a healthcare environment, such as medical assisting, clinical operations, medical office administration, patient access, practice management, healthcare customer service, referral coordination, or another related healthcare support role. Equivalent combinations of clinical and healthcare operations experience will be considered.
• 1+ year(s) of leadership, supervisory, lead, or team coordinator experience in a physician practice, outpatient clinic, or other healthcare setting preferred.
• Experience leading multidisciplinary healthcare teams is highly desirable.
• Experience working within a Medicare Advantage or value-based care environment, including knowledge of HEDIS and quality initiatives, preferred.

Certifications:

• Current CPR/BLS certification preferred.
• Certified Medical Assistant (CMA, RMA, CCMA, NCMA) preferred.

Knowledge & Skills:

• Working knowledge of medical office operations, ambulatory care workflows, and clinical procedures, with the ability to provide clinical support when operationally necessary.
• Working knowledge of common medications and disease processes affecting the patient population served.
• Knowledge of HIPAA, OSHA, CLIA, infection prevention, medical coding principles, and other applicable healthcare regulations.
• Experience using electronic medical records (EMRs).
• Proficiency with Google Workspace (Drive, Docs, Sheets, Slides).
• Excellent customer service skills and professional telephone etiquette.
• Strong organizational, prioritization, time-management, and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills with the ability to effectively communicate with patients, providers, health plans, vendors, leadership, and internal and external partners.
• Strong leadership, interpersonal, coaching, and team-building skills with the ability to motivate, develop, and hold team members accountable while fostering a collaborative, service-oriented culture.
• Strong critical thinking, analytical, decision-making, and problem-solving abilities.
• Ability to maintain confidentiality and appropriately handle sensitive and protected information.
• Demonstrated ability to work independently while effectively managing multiple priorities in a fast-paced clinical environment.
• Demonstrated commitment to delivering exceptional patient care and a Five-Star patient experience.
• Results-oriented with a focus on quality, operational excellence, accountability, and continuous improvement.
• Ability to build positive relationships across departments and work effectively with cross-functional teams.
• Appreciation for cultural diversity and sensitivity to the needs of Medicare and other patient populations served by VIPcare.
• Ability to adapt to changing priorities while maintaining professionalism and a positive attitude.

Physical Requirements:

• Ability to perform a full range of physical activities required in a clinical environment, including assisting with patient positioning and transfers when necessary.
• Frequent standing, walking, bending, kneeling, reaching, pushing, pulling, and repetitive hand movements throughout the workday.
• Manual dexterity and fine motor skills sufficient to operate medical equipment, complete administrative tasks, and perform clinical duties when needed.
• Ability to lift, carry, push, or move medical equipment and supplies weighing up to 15 pounds and assist with heavier patient transfers when appropriate.
• Ability to sit or stand for extended periods based on operational needs.
• Visual acuity and hearing (with or without reasonable accommodation) sufficient to safely perform essential job functions.
• Ability to operate standard office equipment, computers, telephones, and clinical devices.