Assistant Medical Office Manager

Benefits: 401(k)Dental insuranceHealth insurancePaid time offTraining & development Assistant Medical Office Manager Minimally Invasive Vascular | St. Augustine, FL Occasional travel to Jacksonville Minimally Invasive Vascular is seeking a professional, organized, and proactive Assistant Medical Office Manager to support our growing specialty practice. We specialize in interventional radiology and minimally invasive vascular treatments, providing outpatient care in a patient-focused environment. This position is ideal for an experienced medical office professional who enjoys working with patients and is ready to take on additional administrative responsibilities. About The Position This hands-on role combines front desk and patient care coordination with administrative, human resources, and accounts payable support. You will work closely with the Practice Administrator to keep daily operations organized, support employees, and follow administrative tasks through to completion. Front desk responsibilities are a regular part of this position. The role is based primarily in St. Augustine, with occasional coverage and support at our Jacksonville office. Responsibilities Patient Experience & Front Office Welcome patients, answer calls, and provide professional, compassionate serviceSchedule consultations, procedures, ultrasounds, and follow-up appointmentsConfirm appointments, maintain provider schedules, and coordinate transportation when neededCollect and update patient demographics, insurance information, and required formsPrepare patient charts and obtain medical records, imaging, and laboratory resultsMaintain accurate EMR documentation and scan outside recordsCoordinate care with referring offices, dialysis centers, and other facilitiesRelay approved patient instructions and direct clinical questions to clinical staff Insurance & Referral Coordination Verify insurance eligibility and benefitsObtain required authorizations and referralsCommunicate with insurers about coverage and approvalsTrack pending authorizations and missing documentation to help prevent scheduling delaysAssist with claim follow-up, denials, and appeals as directed Practice Administrator & Office Operations Support Assist the Practice Administrator with daily operations, reports, correspondence, and administrative projectsHelp coordinate front office tasks, staffing coverage, and communication between locationsMaintain tracking spreadsheets, office checklists, and administrative recordsPrepare meeting materials, document action items, and follow up on assigned tasksMonitor office supplies and coordinate approved purchasesCommunicate with vendors regarding service requests and office needsIdentify workflow issues and help implement approved improvementsMaintain referral contact information and support outreach follow-up Human Resources Support Assist with job postings, interview scheduling, and candidate communicationCoordinate new employee paperwork, orientation, training checklists, and system access requestsMaintain confidential personnel files and track required licenses, certifications, and trainingAssist with timecard review, attendance tracking, and corrections for administrator approvalTrack time-off requests and help coordinate approved coverageCoordinate evaluation schedules and distribute approved policies and handbook updatesAssist with benefits enrollment coordination and employee offboardingBring employee concerns and matters requiring management decisions to the Practice Administrator Accounts Payable Support Organize and enter vendor invoices into the designated accounting or tracking systemVerify invoice accuracy and match charges to orders and deliveries when applicablePrepare invoices and supporting documents for administrator approvalTrack payment due dates and assist with approved payment processingMaintain invoice and payment records and reconcile vendor statementsFollow up on billing discrepancies, duplicate charges, and outstanding credits Qualifications At least two years of medical office experience preferredExperience with insurance verification, authorizations, and referral coordination strongly preferredPrevious lead front desk, supervisory, or medical office administrative experience is a plusExperience with employee onboarding, HR support, timekeeping, or accounts payable preferredStrong customer service, communication, and organizational skillsAbility to prioritize patient needs alongside administrative deadlinesDependable follow-through and comfort working independently within established proceduresSound judgment when handling confidential patient, employee, and financial informationProficiency with EMRs, Microsoft Office, Excel, and general office softwareNextGen Office experience is a plusReliable transportation and willingness to travel occasionally between offices What We Offer Competitive compensation based on experienceHealth benefitsPaid time off and paid holidaysSupportive team environmentOpportunity to develop management skills and grow with an expanding specialty practice If you enjoy helping patients, keeping an office organized, and being a dependable partner to practice leadership, we would love to hear from you. Apply with your resume.