Office Manager

Company Description Materna Healthcare is dedicated to providing compassionate, comprehensive care tailored to the needs of individuals seeking preconception and prenatal services. The practice was founded with a clear mission to offer modern, evidence-based healthcare that combines clinical excellence with genuine respect for each patient. Materna Healthcare emphasizes a listening-centered approach, ensuring that patients feel heard, supported, and informed throughout their care journey. The team is committed to creating a welcoming environment where individualized care plans and open communication are central to every interaction. Role Description The Office Manager is a full-time, on-site role based in New York, NY, responsible for overseeing daily clinic operations to ensure an efficient, patient-centered experience. This role manages scheduling workflows, front-desk processes, and patient flow, while monitoring key operational metrics and implementing improvements. The Office Manager supervises non-clinical staff, coordinates staffing and training, and supports adherence to policies, regulatory requirements, and quality standards. Day-to-day responsibilities include optimizing practice management systems, overseeing billing and administrative processes, collaborating with clinical leadership on resource planning, and addressing operational issues to maintain a smooth, reliable practice environment. This role is responsible for Qualifications 1- 3 years experience in healthcare practice operations or medical office management, including oversight of daily workflows and staff coordination. Strong skills in scheduling, patient flow management, and use of practice management or EHR systems. Knowledge of healthcare compliance, privacy standards, and basic billing and insurance processes. Proven ability in team leadership, performance management, and training of administrative staff. Excellent organizational, problem-solving, and time management skills, with attention to detail. Clear written and verbal communication skills, with the ability to interact effectively with patients and multidisciplinary teams. Prior experience in women's health, maternal care, or outpatient clinical settings is highly beneficial. Company Description Materna Healthcare is dedicated to providing compassionate, comprehensive care tailored to the needs of individuals seeking preconception and prenatal services. The practice was founded with a clear mission to offer modern, evidence-based healthcare that combines clinical excellence with genuine respect for each patient. Materna Healthcare emphasizes a listening-centered approach, ensuring that patients feel heard, supported, and informed throughout their care journey. The team is committed to creating a welcoming environment where individualized care plans and open communication are central to every interaction. Role Description The Office Manager is a full-time, on-site role based in New York, NY, responsible for overseeing daily clinic operations to ensure an efficient, patient-centered experience. This role manages scheduling workflows, front-desk processes, and patient flow, while monitoring key operational metrics and implementing improvements. The Office Manager supervises non-clinical staff, coordinates staffing and training, and supports adherence to policies, regulatory requirements, and quality standards. Day-to-day responsibilities include optimizing practice management systems, overseeing billing and administrative processes, collaborating with clinical leadership on resource planning, and addressing operational issues to maintain a smooth, reliable practice environment. This role is responsible for Qualifications 1- 3 years experience in healthcare practice operations or medical office management, including oversight of daily workflows and staff coordination. Strong skills in scheduling, patient flow management, and use of practice management or EHR systems. Knowledge of healthcare compliance, privacy standards, and basic billing and insurance processes. Proven ability in team leadership, performance management, and training of administrative staff. Excellent organizational, problem-solving, and time management skills, with attention to detail. Clear written and verbal communication skills, with the ability to interact effectively with patients and multidisciplinary teams. Bachelor's degree required Prior experience in women's health, maternal care, or outpatient clinical settings is highly beneficial. Key Responsibilities Oversee the day-to-day operations of a fast-growing women's health practice, ensuring an exceptional patient and provider experience. Lead all front desk and reception operations , including patient check-in/check-out, scheduling workflows, phone management, and patient communication. Own the patient experience , ensuring every patient receives compassionate, timely, and concierge-level service from first contact through follow-up. Manage facility operations , including vendor relationships, maintenance requests, office organization, and ensuring the practice is fully operational each day. Oversee inventory management , including medical supplies, medications, IV therapy inventory, office supplies, and equipment procurement to maintain uninterrupted clinical operations. Develop and maintain standard operating procedures (SOPs) to improve efficiency, consistency, and scalability across the practice. Coordinate provider schedules and optimize clinic flow to maximize utilization while maintaining an outstanding patient experience. Lead administrative operations, including insurance workflow oversight, referrals, authorizations, billing coordination, and medical record management. Manage basic Human Resources functions , including onboarding new employees, maintaining personnel documentation, coordinating interviews, and supporting recruiting efforts. Track employee PTO, schedules, and time-off requests , ensuring appropriate staffing coverage at all times. Coordinate the hiring process by scheduling interviews, communicating with candidates, and supporting recruitment for both clinical and administrative roles. Lead daily team huddles and ensure effective communication between clinical and administrative staff. Monitor operational KPIs, identify workflow improvements, and implement solutions that enhance efficiency and patient satisfaction. Partner closely with the CEO to operationalize new initiatives, improve processes, and support the continued growth of Materna. Compensation $66,000 - $72,000 annually, commensurate with experience. Eligible for performance-based bonus and benefits #J-18808-Ljbffr Materna Healthcare