Medical Practice Manager

Job Description

Job Description

Office Manager – Cardiology Medical Practice

Location: Temecula, California
Position Type: Full-Time
Reports To: Physician Owner

Position Summary

We are seeking a highly motivated and experienced Office Manager to lead the daily operations of a growing cardiology practice in Temecula, California. The ideal candidate is an organized, results-oriented healthcare professional with strong leadership skills and a passion for delivering exceptional patient care while improving operational efficiency and financial performance.

The Office Manager will oversee front and back-office operations, supervise staff, enhance the patient experience, optimize workflows, and partner with the billing team to improve revenue cycle performance. Experience in a cardiology practice is highly desirable, and familiarity with the Tebra EMR/Practice Management system is a significant advantage.

Primary Responsibilities

Practice Operations

• Manage the day-to-day operations of the medical practice.
• Ensure efficient patient flow from scheduling through checkout.
• Develop and implement operational improvements that increase efficiency and patient satisfaction.
• Monitor key performance indicators (KPIs) and recommend process improvements.
• Maintain compliance with HIPAA, OSHA, Medicare, Medi-Cal, and other applicable regulatory requirements.
• Oversee vendor relationships, office supplies, equipment maintenance, and facility operations.
• Assist physicians in implementing strategic growth initiatives.

Staff Leadership

• Recruit, train, mentor, and supervise administrative and clinical support staff.
• Create and manage employee schedules to ensure appropriate staffing levels.
• Conduct performance evaluations and provide ongoing coaching.
• Foster a positive, professional, and patient-centered workplace culture.
• Resolve employee concerns and facilitate team communication.
• Lead regular staff meetings and operational reviews.

Patient Experience & Engagement

• Ensure patients receive exceptional customer service throughout their visit.
• Develop initiatives to improve patient satisfaction and retention.
• Address patient concerns and resolve service issues promptly and professionally.
• Monitor patient feedback and implement service improvements.
• Promote timely scheduling and efficient appointment management.

Revenue Cycle Management

• Partner with the billing team to optimize practice revenue.
• Monitor key revenue cycle metrics including:
• • Accounts Receivable aging
  • Claim submission timeliness
  • Insurance denials
  • Collections
  • Patient balances
  • Charge capture accuracy
• Work with physicians and billing personnel to improve documentation supporting accurate coding.
• Identify operational issues affecting reimbursement and implement corrective actions.

Scheduling & Workflow Management

• Manage physician, provider, and staff schedules.
• Coordinate clinic coverage and staffing during vacations or absences.
• Optimize appointment templates to maximize provider productivity while maintaining excellent patient care.
• Continuously evaluate office workflows for efficiency improvements.

Compliance & Quality

• Maintain office policies and procedures.
• Assist with accreditation and regulatory inspections.
• Ensure proper documentation and record retention.
• Support quality improvement initiatives and performance reporting.

Qualifications Required

• Minimum 5 years of medical office management experience
• Minimum 3 years supervising healthcare staff
• Strong understanding of medical office operations
• Knowledge of insurance verification, authorizations, referrals, and medical billing processes
• Excellent leadership, organizational, and communication skills
• Strong problem-solving and conflict resolution abilities
• Proficiency with Microsoft Office (Excel, Word, Outlook)

Preferred

• Prior experience managing a cardiology practice
• Experience with Tebra Electronic Medical Record and Practice Management software
• Knowledge of cardiovascular diagnostic testing and procedure scheduling
• Experience with Medicare, Medi-Cal, HMO, PPO, IPA, and managed care contracting
• Understanding of revenue cycle management and healthcare financial reporting
• Bachelor's degree in Healthcare Administration, Business Administration, or related field (preferred but not required)

Desired Skills

• Strong leadership and team-building abilities
• Exceptional customer service orientation
• Process improvement mindset
• Financial and operational analysis
• Ability to prioritize multiple responsibilities
• Professional communication with physicians, patients, and staff
• High level of integrity and confidentiality
• Ability to thrive in a fast-paced medical environment

Key Performance Indicators (KPIs)

The Office Manager will be evaluated based on:

• Patient satisfaction scores
• Staff retention and engagement
• Provider schedule utilization
• Patient wait times
• Operational efficiency
• Compliance with regulatory requirements
• Achievement of practice financial goals