Medical Office Manager-MA Certificate Required Northwest Tucson

Job Description

Job Description

Medical Office Manager - Medical Assistant Certificate Required

Arizona Community Physicians (ACP) is seeking experienced supervisors for our out-patient clinical offices located in northwest Tucson.

A Medical Office Manager at ACP is an important member our management team, responsible for overseeing the daily administrative and operational functions of a physician practice. This role plays an integral part in supporting high-quality patient care and fostering positive patient experiences while ensuring efficient, well-coordinated clinic operations.

Serving as the primary liaison between the practice and ACP administrative departments, the Office Manager drives consistent, high-quality management practices across all areas of responsibility. This is a hands-on leadership role that requires active coordination of a wide range of operational, administrative, and staff management functions.

Key responsibilities include providing strong operational leadership and daily oversight of clinic flow; ensuring appropriate staffing to meet patient care and business needs; and supervising, coaching, and supporting staff to promote accountability, engagement, and performance. The Office Manager is responsible for managing physician schedules to support access, productivity, and coverage needs, while maintaining flexibility to adjust for operational demands.

The role also includes ownership and active management of performance metrics, including Abacus (Abacus is ACP’s Affordable Care Organization ) reporting and other key indicators, to monitor clinic performance, drive improvements, and support organizational goals. Responsibilities extend to managing core business functions such as payroll, petty cash, invoice reconciliation, and cash handling, while ensuring compliance with safety standards, including OSHA and CLIA requirements.

Additional responsibilities include overseeing medical records processes to ensure accuracy, regulatory compliance, and patient confidentiality. The Office Manager may also support coding and charge entry, information systems, facility operations, purchasing, and inventory management, while ensuring adherence to ACP policies and procedures.

As the operational leader of the site, the Office Manager is accountable for managing the day-to-day activities of the office, proactively identifying, and resolving issues, and ensuring smooth coordination across all functions. Depending on site size and staffing, the role may also assist with front desk operations, patient referrals, medical assisting, and other administrative duties as needed. In smaller practice sites, a greater proportion of time may be dedicated to direct operational and administrative responsibilities.

Key Skills & Qualifications

Proven supervisory experience, preferably within a primary care or outpatient clinical setting

• Strong leadership and staff management skills, including onboarding, coaching, performance feedback, and accountability
• Demonstrated ability to lead day-to-day clinic operations, including patient flow, staffing coverage, referrals, and charge capture
• Experience with computerized scheduling and patient accounting systems; Epic or similar EHR preferred
• Working knowledge of medical billing, coding (ICD-10, CPT), and revenue cycle processes
• Understanding of regulatory compliance (HIPAA, OSHA, CLIA) and medical record standards
• Excellent communication skills (verbal and written) with a strong focus on patient service and team collaboration
• Ability to monitor and improve clinic performance metrics (charge capture, quality measures, referrals) and partner with providers/leadership on improvement opportunities
• Strong organizational, problem-solving, and multitasking abilities in a fast-paced environment
• Knowledge of managed care processes, including eligibility, referrals, and insurance workflows

Education & Experience Requirements

Minimum high school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business, or related field preferred

• Minimum of three (3) years of experience in healthcare operations, preferably within a primary care or physician practice setting, including one or more of the following:
  • Clinic or physician practice operations
  • Patient accounting, billing, or revenue cycle management
  • Insurance claims processing or related administrative functions
• Working knowledge of medical coding and billing practices, including ICD-10, CPT, HCPCS, and Medicare guidelines
• Understanding of managed care processes, including eligibility verification, referral workflows, and charge entry experience