Medical Office Manager

Job Description

Job Description

Medical Office Manager – Private Primary Care Practice

We are seeking an experienced, highly organized Medical Office Manager to help lead the day-to-day operations of a growing personalized primary care practice in Summerville.

This is a critical role in a small practice. The right person will help ensure that the office runs efficiently, billing and coding are accurate, revenue is captured appropriately, compliance requirements are maintained, and patients receive a warm, responsive experience.

We are looking for someone who takes ownership, follows through, identifies problems early, and is comfortable working independently while partnering closely with the physician.

Key Responsibilities

Billing, Coding & Revenue Cycle

• Oversee the medical billing and coding process for physician services
• Ensure claims are submitted accurately and timely
• Review coding and documentation for accuracy and completeness
• Monitor claim rejections, denials, underpayments and outstanding balances
• Coordinate corrections, appeals and follow-up with payers as needed
• Monitor accounts receivable, including aging and collection trends
• Help ensure copays, deductibles and patient balances are collected appropriately
• Work with insurance companies, clearinghouses and outside billing vendors when applicable
• Identify recurring billing issues and implement solutions
• Provide regular visibility into revenue-cycle performance, including outstanding claims and A/R

Strong medical billing, coding and revenue-cycle experience is required for this position.

Practice Operations

• Oversee daily office operations and workflow
• Develop and maintain efficient policies, procedures and office processes
• Help manage scheduling, referrals, patient communication and follow-up
• Ensure administrative tasks are completed accurately and timely
• Monitor supplies, vendors and routine office expenses
• Identify inefficiencies and recommend practical solutions
• Help establish scalable processes as the practice grows
• Maintain a highly organized front and back office

EMR & Practice Systems

• Maintain and optimize electronic medical record and practice-management workflows
• Assist with EMR templates, configuration and office processes
• Ensure patient demographic, insurance and clinical information is maintained accurately
• Troubleshoot routine EMR and practice-management issues
• Coordinate with software vendors and technical support as needed
• Help ensure consistent documentation and workflow standards
• Support implementation of new technology and office systems

Compliance & Practice Administration

• Help maintain compliance with HIPAA and applicable healthcare requirements
• Maintain required practice policies, procedures and documentation
• Assist with credentialing, payer enrollment and recredentialing
• Track licenses, certifications, renewals and regulatory deadlines
• Help prepare documentation for audits, payer requests or compliance reviews
• Maintain organized personnel, vendor and practice records
• Escalate potential compliance concerns promptly to the physician

Financial & Administrative Support

• Assist with payroll and timekeeping processes as needed
• Coordinate with the practice CPA and other professional advisors
• Help track expenses, invoices and vendor payments
• Provide basic operational and financial reporting to the physician
• Monitor practice expenses and identify opportunities for operational efficiency
• Assist with insurance enrollment and payer-related administrative needs

Patient Experience

• Help create a warm, professional and highly responsive patient experience
• Assist with patient questions or concerns that require escalation
• Help ensure calls, referrals, refill requests and patient needs receive timely follow-up
• Support an office culture centered on personalized service, professionalism and reliability

Team & Clinical Support

Because this is a small practice, flexibility and teamwork are important. The Office Manager should be willing to assist with front-office and patient-flow responsibilities when needed.

The ability to provide Medical Assistant coverage is strongly preferred but not required.

Preferred clinical experience may include:

• Rooming patients and obtaining vital signs
• Phlebotomy and specimen preparation
• EKGs
• Basic diagnostic testing
• Assisting the physician with clinical workflow
• Administering medications or injections within appropriate training and scope

Required Qualifications

• Previous medical office management, billing or revenue-cycle experience
• Strong knowledge of medical billing and coding
• Experience working with commercial insurance and Medicare
• Working knowledge of CPT and ICD-10 coding
• Experience managing claims, denials, appeals and accounts receivable
• Experience with electronic medical record and practice-management systems
• Knowledge of HIPAA and healthcare compliance requirements
• Strong organizational and problem-solving skills
• Excellent attention to detail and accuracy
• Ability to work independently and take ownership of responsibilities
• Strong communication and interpersonal skills
• Ability to prioritize multiple responsibilities and consistently follow through

Preferred Qualifications

• Previous medical office management experience in primary care or internal medicine
• Certified Professional Coder (CPC), Certified Coding Specialist (CCS), or similar credential
• Experience helping open, build or grow an independent physician practice
• Experience working in a small medical office
• Medical Assistant experience or certification
• Phlebotomy experience
• Experience with credentialing and payer enrollment
• Experience working directly with a physician owner

What We Value Most

We are looking for someone who is:

• Honest and trustworthy
• Dependable and accountable
• Highly organized
• Accurate and detail-oriented
• Proactive rather than reactive
• Comfortable identifying a problem and bringing forward a solution
• Able to take direction and receive feedback well
• Flexible and willing to help where needed
• Professional and discreet
• Financially responsible and mindful of practice expenses
• Comfortable working independently
• Committed to follow-through
• Warm and professional with patients

In a small practice, there may not always be another person available to catch a missed detail. We need someone who takes pride in accuracy, closes the loop on responsibilities and treats the success of the practice as something they have a meaningful role in building.

Why Work With Us?

Join a small, patient-centered practice where your expertise will directly shape how the office operates, grows and serves its patients.

Equal Opportunity Employer

We are committed to providing equal employment opportunities and creating a respectful, welcoming workplace. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

\nCompany Description

A personalized primary care practice in Summerville focused on unhurried visits, strong physician-patient relationships, preventive care, and a warm, highly responsive patient experience.

Company Description

A personalized primary care practice in Summerville focused on unhurried visits, strong physician-patient relationships, preventive care, and a warm, highly responsive patient experience.