Medical Office Manager

Benefits:

Bonus based on performance

Competitive salary

Dental insurance

Health insurance

Vision insurance

Job Summary: An Office Manager is needed for a single Physician Nephrology Practice. They will oversee the office's daily operations which include assisting the Receptionist with greeting visitors, helping patients with paperwork and answering the phone. They oversee personnel including Medical assistants and the Receptionist. They hire and monitor cleaning staff. They hire and train new employees. They monitor office and medical inventory and order supplies when needed. They discuss financial responsibility with patients and handle patient complaints. They ensure staff follow all safety and regulatory policies. They ensure that all Compliance Policies are followed. They should be familiar with Electronic Medical Records, Excel and Microsoft word.

1. Onboarding & HR Coordination

Facilitate new‑hire onboarding, including document collection, credential verification, and system access setup.

Prepare onboarding packets, training schedules, and orientation materials.

Track completion of required training, competencies, and compliance modules.

Maintain updated employee files in accordance with regulatory and audit standards.

1. APS & Compliance Support

Manage APS submissions, follow‑ups, and documentation tracking.

Coordinate with leadership to ensure APS requirements are completed accurately and on time.

Support compliance initiatives, including policy updates, audit preparation, and corrective action documentation.

Assist with maintaining privacy, HIPAA, and regulatory compliance workflows.

1. Accounting & Administrative Support

Assist with invoice tracking, reconciliation, and vendor communication.

Support preparation of accounting spreadsheets, logs, and financial documentation.

Maintain organized digital and physical filing systems for accounting and operational records.

Coordinate with leadership on purchasing, inventory, and expense documentation.

1. Front Office & Operational Duties

Provide coverage for front desk operations as needed, including patient check‑in, scheduling, and phone management.

Monitor workflow gaps and escalate issues to leadership.

Maintain office supplies, equipment, and vendor service coordination.

Support daily operational tasks to ensure the facility runs efficiently.

1. Communication & Coordination

Serve as a liaison between staff, providers, vendors, and leadership.

Draft and distribute memos, updates, and operational communications.

Assist with meeting preparation, agendas, and follow‑up action items.

1. Additional Duties

Perform all other duties as assigned to support operational, clinical, and administrative needs.

Must be able to work some weekends based on scheduling, onboarding timelines, or urgent operational requirements.

Qualifications

Experience in healthcare administration, office coordination, or related field preferred.

Strong organizational and multitasking skills.

Proficiency with Google Workspace, Microsoft Office, and digital filing systems.

Excellent communication and customer‑service skills.

Ability to maintain confidentiality and follow compliance standards.

Reliable, proactive, and able to work independently with minimal supervision.

Physical & Schedule Requirements

Ability to sit, stand, and move throughout the office environment.

Ability to work occasional weekends or extended hours when operationally required.

must be able to lift 50 lbs.

Education: High School Diploma or GED. A Bachelor or Associate Degree is preferred. Additional Certifications are encouraged.