Medical Practice Office Manager

Job Description

Job Description

Office Administration Manager

Medical Practice | Agoura Hills, CA

Salary: $70,000–$90,000 per year (DOE)
Job Type: Full-time

About Us

We are a growing, patient-centered medical practice committed to providing exceptional care in a professional and welcoming environment. We are seeking an experienced Office Administration Manager to oversee the daily operations of our practice and help us deliver an outstanding patient experience.

The ideal candidate is an organized, proactive leader with experience managing medical office operations, supervising staff, improving workflows, and ensuring operational excellence.

Responsibilities

Office Operations

• Manage the daily administrative operations of the practice
• Develop and improve office systems, policies, and procedures
• Maintain a clean, organized, and professional office environment
• Coordinate facility maintenance and outside vendors
• Ensure compliance with practice policies and healthcare regulations

Patient Experience

• Oversee patient registration, check-in, and check-out processes
• Ensure every patient receives exceptional customer service
• Manage appointment scheduling and optimize provider calendars
• Address patient questions and resolve concerns professionally
• Maintain accurate electronic medical records (EMR/EHR)

Scheduling & Practice Operations

• Coordinate physician and provider schedules
• Optimize appointment flow for efficiency
• Manage cancellations, waitlists, and follow-up appointments
• Coordinate consultations and special procedures

Financial Administration

• Process patient payments
• Assist with insurance documentation and billing coordination
• Monitor accounts receivable and collections
• Prepare reports for management
• Assist with budgeting and expense tracking

Inventory & Purchasing

• Order medical and office supplies
• Monitor inventory levels
• Manage vendor relationships
• Review invoices and purchasing costs

Staff Leadership

• Supervise front office staff
• Recruit, onboard, and train new employees
• Prepare staff schedules
• Conduct performance evaluations
• Foster a positive, collaborative workplace culture

Technology & Compliance

• Maintain practice management software and office systems
• Identify opportunities to improve efficiency through automation
• Ensure HIPAA compliance and patient confidentiality
• Coordinate with IT support when necessary
• Maintain operational manuals and support regulatory requirements

Qualifications

Required

• 5+ years of medical office management or healthcare administration experience
• Experience with EMR/EHR systems
• Strong leadership and supervisory experience
• Excellent organizational and multitasking skills
• Outstanding communication and interpersonal abilities
• High level of professionalism and discretion
• Strong computer skills, including Microsoft Office

Preferred

• Experience with medical scheduling and patient registration
• Knowledge of medical billing and insurance processes
• Experience improving office workflows and operational efficiency

Skills

• Medical Office Management
• Healthcare Administration
• Patient Relations
• Staff Supervision
• Scheduling & Calendar Management
• Financial Administration
• Inventory Management
• HIPAA Compliance
• Problem Solving
• Process Improvement
• Customer Service
• Time Management
• Attention to Detail

Benefits

• Competitive salary ($70,000–$90,000 DOE)
• Health insurance
• Paid vacation and holidays
• Professional development opportunities
• Supportive and collaborative team environment
• Opportunity for career growth within a growing medical practice

Why Join Us?

We're looking for someone who takes pride in building efficient systems, leading a strong administrative team, and creating an exceptional experience for every patient. If you're a motivated leader who thrives in a fast-paced healthcare environment, we'd love to hear from you.

Apply today and help us build an outstanding patient experience from the moment every patient walks through our doors.