Medical Office Manager

Office Manager - Flemington and Princeton, NJ


Position Summary:


The Office Manager is responsible for overseeing the daily operations of the front office, ensuring exceptional patient service, efficient workflow, and full compliance with practice standards. This role includes management of front desk staff, operational oversight, administrative duties, and coordination with clinical and administrative leadership.


This position is based in Princeton, NJ, which provides services in Neurosurgery, Sports Medicine, Physical Medicine, Physical Therapy, and Chiropractic care. The Office Manager will oversee staff across all these departments, as well as manage patient flow and provider schedules to ensure efficient, high-quality care delivery.


Key Responsibilities


Leadership & Staff Management

• Interview, hire, train, and, when necessary, terminate front office staff in accordance with company policies and procedures.

• Conduct disciplinary action when needed, ensuring documentation and communication are handled professionally.

• Develop and maintain operational guidelines for front desk staff, including leading team meetings as necessary.

• Formally train new Clinical Assistants and support ongoing staff development.

• Prepare weekly staff schedules and ensure adequate coverage for each office.

• Serve as the initial point of contact for patient questions and complaints within the office.

Operational Oversight

• Oversee daily front office workflow and ensure Opening and Closing Procedures are completed accurately.

• Check and verify the daily prep to confirm that the office is ready for patient flow and staff duties.

• Ensure that patients complete all necessary documents in Phreesia.

• Ensure staff are scanning radiology reports, procedure reports, consult notes, surgical packets, and patient IDs into charts correctly and promptly.

• Train with other department heads to assist in establishing new protocols for front desk staff.

• Assist with technical issues in collaboration with ACA.

• Submit medical supplies requests for each assigned office to upper management.

• Order office supplies and maintain adequate inventory.

Administrative Responsibilities

• Process payroll for assigned offices accurately and on time.

• Prepare new patient paperwork for office visits.

• Perform computer tasks including EMR use, scheduling, collecting copayments, and data entry.

• Maintain accurate, legal, and ethical documentation at all times.

• Perform routine administrative tasks such as filing and processing paperwork.

• Communicate effectively with internal and external stakeholders including the Regional Managers, Director of Front Office Operations, Clinical Staff, and patients via phone, email, written correspondence, and in person.
• Assist the Clinical Lead, Director of Front Office Operations, and Executive Director with additional tasks assigned.

Qualifications

• 1 + years in a Manager/ Leadership role.
• Knowledge and understanding of insurances, MVA, and Workman's comp.
• Exceptional communication, organizational, and problem-solving skills.
• Ability to manage multiple priorities in fast- paced, deadline-driven environments.
• Knowledge of EMR.