Medical Office Manager

Job Description

Job Description

MEDICAL OFFICE MANAGER

Employment Type: Full-Time
Schedule: Hybrid
Hours: Monday–Friday, 8:30 AM–5:00 PM

Starting Pay: $28 starting base pay; based on experience and qualifications.

Please Note: *Do not call our office, we will reach out to you if interested*

Position Summary

We are seeking a highly organized, dependable, and proactive Medical Office Manager to oversee the daily administrative and operational functions of our healthcare practice. The Medical Office Manager will serve as a key point of contact between providers, administrative staff, billing, patients, and outside healthcare professionals.

The ideal candidate will have strong leadership, communication, organizational, and problem-solving skills and be comfortable managing multiple priorities in a fast-paced healthcare environment.

This position requires someone who can work independently, appropriately delegate responsibilities, follow through on assigned tasks, maintain confidentiality, and ensure that office operations are completed accurately and efficiently.

Key Responsibilities

• Oversee daily operations and administrative functions for both office locations and remote staff.
• Ensure invoices, forms, notes, and required documentation are completed and attached to patient charts for ERE submission.
• Submit applicable No-Show Disability invoices through ERE.
• Monitor VOB emails, Epec emails, ICANotes, and other administrative communications; respond, forward, or delegate as appropriate.
• Assist with mail, payroll through ADP, GAD payment processing, and billing-related tasks.
• Work with the billing team and assist with resolving documentation or administrative issues.
• Maintain staff schedules, calendars, and office communications.
• Assist providers with telehealth, CRISP checks, and mental health intake as needed.
• Support staff through coaching, training, delegation, and performance management.
• Conduct staff meetings, individual coaching, 90-day reviews, and annual evaluations.
• Assist with hiring, onboarding, training, and other HR-related responsibilities.
• Monitor inventory and medication refrigerator temperature logs.
• Address patient and staff concerns and assist with conflict resolution.
• Develop and maintain office policies and procedures.
• Assist with office budgeting, expenses, marketing, networking, and team-building activities.
• Attend management and billing meetings and follow up on assigned action items.
• Maintain HIPAA, confidentiality, documentation, and healthcare compliance standards.
• Identify opportunities to improve office efficiency, communication, patient experience, and overall workflow.
• Take on additional responsibilities as the organization grows and expands services.

Qualifications

• 3–5 years of experience in medical office management, healthcare administration, or a related field.
• Previous experience as a Medical Office Manager, Practice Manager, or similar leadership position preferred.
• Knowledge of healthcare administration and office operations.
• Familiarity with health insurance, VOB, billing, referrals, and authorizations .
• Strong organizational, communication, leadership, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Ability to delegate tasks and hold staff accountable.
• Experience with healthcare systems such as ADP, ICANotes, ERE, Tebra, and CRISP is a plus.
• Knowledge of HIPAA and patient confidentiality .
• Experience in behavioral health, mental health, primary care, MAT, PRP, or disability services is a plus.
• Dependable and reliable with the ability to commute to both office locations .
• Comfortable working independently in a hybrid/remote environment.
• Professional, compassionate, and team-oriented.
• Willingness to learn new systems and take on additional responsibilities as the practice grows.

What We’re Looking For

We are looking for someone who is dependable, organized, proactive, and confident in a leadership role . The Medical Office Manager should be able to identify problems, take initiative, delegate appropriately, support staff and providers, and ensure that daily operations run smoothly.

Additional duties and responsibilities may be assigned as the organization grows, expands services, and develops new programs.

\nCompany Description

The EPEC Clinic is a patient-centered practice committed to delivering compassionate, evidence-based care. We strive to empower individuals across all walks of life by providing accessible medical services tailored to each patient’s unique journey.

Company Description

The EPEC Clinic is a patient-centered practice committed to delivering compassionate, evidence-based care. We strive to empower individuals across all walks of life by providing accessible medical services tailored to each patient’s unique journey.