Office Manager

Office ManagerJoin us and be a part of Trillium—a mission driven team committed to expanding access to high quality, compassionate care for everyone we serve. The Office Manager oversees the day-to-day operations, staff supervision, and overall administrative management of a multi-specialty medical clinic. This role ensures efficient clinic operations through strong leadership, data-informed decision-making, and cross-functional collaboration—all while maintaining high-quality patient care, regulatory compliance, and a positive work environment.In this position, the Office Manager utilizes Epic electronic health record reporting and management dashboards to monitor productivity, access, quality, and staff performance. The role works closely with providers, clinical staff, peer managers, and administrative leadership to support the mission and goals of the organization.Duties/Responsibilities1. Operational ManagementOversee daily clinic operations and ensure efficient patient flow.Monitor scheduling, appointment availability, provider utilization, and access standards using Epic dashboards.Coordinate staffing schedules and manage PTO to ensure adequate coverage, including paid time off managementEnsure compliance with state and federal regulations related to clinic operations (HIPAA, PCMH, FQHC)Utilize Epic Management Dashboards to:Track clinic and staff productivity metricsMonitor no-show rates, late arrivals, visit volume, and throughputIdentify trends, gaps, and opportunities for operational improvementSupport data-driven staffing and scheduling decisionsPartner with leadership to implement workflow improvements based on operational and productivity data2. Leadership and SupervisionSupervise front office and clinic support staffHire, onboard, train, evaluate, and manage staff performance, addressing performance concerns in a timely and supportive mannerUse Epic data and productivity metrics to support performance coaching, recognition, and corrective action as appropriatePromote a collaborative, team-oriented environment that enhances communication, accountability, and patient careHold regular staff and provider meetings to review operations, performance metrics, and improvement initiativesConduct regular one-on-one meetings with staff to:Review role expectations and productivity benchmarksIdentify training needs and development opportunitiesReinforce organizational values and performance standardsCollaborate with other Office Managers, Supervisors, and Clinical Leaders to:Share best practices and standardize workflowsAlign expectations across sitesSupport consistent staff training and performance management3. Patient ExperiencePromote a patient-centered environment that supports access, quality, and high patient satisfactionPartner with the Patient Experience Coordinator to investigate, resolve, and prevent patient concernsCollaborate with medical and operational staff to support quality improvement initiatives and service delivery outcomesUse Epic and patient experience data to identify trends impacting access, wait times, and continuity of care4. Administrative OversightOversee supply inventory and equipment maintenance in collaboration with clinical staffCoordinate IT, Epic access, and equipment need to support clinic operationsSupport staff training related to Epic workflows, documentation standards, and operational best practicesCollaborate with leadership to support the integration of new providers, services, and specialtiesEnsure staff adherence to policies, procedures, and documentation standards.Required Skills/AbilitiesStrong understanding of clinic operations, including scheduling, access, productivity, and regulatory complianceAbility to analyze data and translate insights into operational actionExcellent communication, problem-solving, and organizational skillsEducation and ExperienceAssociate's or Bachelor's degree in healthcare administration, business, or a related field preferredMinimum of 5 years of healthcare management experience, preferably in a multi-specialty clinic or medical office settingDemonstrated experience supervising clinical and administrative staffPhysical RequirementsWhile performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear. Occasionally the employee must stoop, bend and lift or move up to 25 lbs. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.