Clinical Office Manager

About the role

At VIPcare, we specialize in primary care for patients 65+ and are dedicated to delivering Better Health through 5-star service that prioritizes patient care and outcomes. As an Office Manager, you will lead the day-to-day operations of an assigned medical practice, fostering a high-performing, patient-centered culture. This role oversees both clinical and administrative operations, manages clinic staff, supports providers, and drives operational excellence in a Medicare Advantage, value-based care environment.

Responsibilities

• Lead the day-to-day operations of the assigned medical practice to ensure efficient, patient-centered clinic operations.
• Monitor, analyze, and improve key operational and clinical performance metrics, including HEDIS measures, patient access, admission management, emergency room utilization, quality outcomes, patient satisfaction, and other organizational KPIs.
• Identify operational improvement opportunities and implement workflow enhancements that improve quality, efficiency, and patient experience.
• Track and report on Medicare Advantage Star Ratings metrics, value-based care performance targets, and performance bonus program requirements.
• Ensure front-office and back-office operations function efficiently while maintaining exceptional service standards.
• Directly supervise clinic staff, including Medical Assistants, Receptionists, Licensed Practical Nurses (LPNs), and other assigned team members (typically 3–7 team members).
• Manage staffing, scheduling, payroll approval, PTO, attendance, coaching, performance management, and employee development.
• Recruit, onboard, train, mentor, and develop clinic team members in accordance with VIPcare standards.
• Lead daily clinic huddles and coordinate daily staffing priorities.
• Foster a collaborative, accountable, and patient-focused culture.
• Partner closely with physicians and advanced practice providers to ensure efficient clinic operations and high-quality patient care.
• Coordinate provider schedules and support administrative and clinical workflows.
• Assist providers with credentialing, hospital access, professional licensing, payer enrollment, and related administrative activities.
• Support patient access initiatives, care coordination, referrals, and proactive outreach activities.
• Ensure accurate management of office supplies, medical inventory, pharmaceutical inventory, invoices, referral processing, patient records, and medication management.
• Maintain clinic calendars, communication boards, schedules, and operational tracking tools.
• Communicate clinic performance, operational issues, and improvement recommendations to leadership.
• Ensure compliance with Medicare Advantage requirements, HIPAA, OSHA, CLIA, infection prevention standards, and applicable employment laws.
• Promote patient safety and promptly report suspected compliance, privacy, or safety concerns.
• Maintain accurate clinical and operational documentation.
• Participate in organizational meetings and communicate key updates to clinic staff.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred.
• 4+ years of progressive experience in a healthcare environment, such as medical assisting, clinical operations, medical office administration, patient access, practice management, healthcare customer service, referral coordination, or another related healthcare support role.
• 1+ year(s) of leadership, supervisory, lead, or team coordinator experience in a physician practice, outpatient clinic, or other healthcare setting preferred.
• Experience leading multidisciplinary healthcare teams is highly desirable.
• Experience working within a Medicare Advantage or value-based care environment, including knowledge of HEDIS and quality initiatives, preferred.
• Current CPR/BLS certification preferred.
• Certified Medical Assistant (CMA, RMA, CCMA, NCMA) preferred.

Skills

• Working knowledge of medical office operations, ambulatory care workflows, and clinical procedures, with the ability to provide clinical support when operationally necessary.
• Working knowledge of common medications and disease processes affecting the patient population served.
• Knowledge of HIPAA, OSHA, CLIA, infection prevention, medical coding principles, and other applicable healthcare regulations.
• Experience using electronic medical records (EMRs).
• Proficiency with Google Workspace (Drive, Docs, Sheets, Slides).
• Excellent customer service skills and professional telephone etiquette.
• Strong organizational, prioritization, time-management, and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills with the ability to effectively communicate with patients, providers, health plans, vendors, leadership, and internal and external partners.
• Strong leadership, interpersonal, coaching, and team-building skills with the ability to motivate, develop, and hold team members accountable while fostering a collaborative, service-oriented culture.
• Strong critical thinking, analytical, decision-making, and problem-solving abilities.
• Ability to maintain confidentiality and appropriately handle sensitive and protected information.
• Demonstrated ability to work independently while effectively managing multiple priorities in a fast-paced clinical environment.
• Demonstrated commitment to delivering exceptional patient care and a Five-Star patient experience.
• Results-oriented with a focus on quality, operational excellence, accountability, and continuous improvement.
• Ability to build positive relationships across departments and work effectively with cross-functional teams.
• Appreciation for cultural diversity and sensitivity to the needs of Medicare and other patient populations served by VIPcare.
• Ability to adapt to changing priorities while maintaining professionalism and a positive attitude.

Physical Requirements

• Ability to perform a full range of physical activities required in a clinical environment, including assisting with patient positioning and transfers when necessary.
• Frequent standing, walking, bending, kneeling, reaching, pushing, pulling, and repetitive hand movements throughout the workday.
• Manual dexterity and fine motor skills sufficient to operate medical equipment, complete administrative tasks, and perform clinical duties when needed.
• Ability to lift, carry, push, or move medical equipment and supplies weighing up to 15 pounds and assist with heavier patient transfers when appropriate.
• Ability to sit or stand for extended periods based on operational needs.
• Visual acuity and hearing (with or without reasonable accommodation) sufficient to safely perform essential job functions.
• Ability to operate standard office equipment, computers, telephones, and clinical devices.
• Ability to travel between clinic locations, attend meetings, and participate in training sessions as business needs require.
• Reliable transportation to consistently report to scheduled work locations and meetings.

Key Attributes

• Has a contagious and positive work ethic, inspires others, and models the behaviors of core values and guiding principles.
• An effective team player who contributes valuable ideas and feedback and can be counted on to meet commitments.
• Is able to work within the Better Health environment by facing tasks and challenges with energy and passion.
• Pursues activities with focus and drive, defines work in terms of success, and can be counted on to complete goals.

Benefits

• Competitive base salary plus performance bonuses that reward the quality outcomes you help drive.
• 8 paid company holidays per year.
• Paid Time Off (PTO) — accrued from day one.
• Medical, Dental & Vision insurance.
• Teladoc virtual care.
• 401(k) through Fidelity.
• Better Health Wellness Program.
• Employee Assistance Program (EAP).
• Parental leave.
• BHG University and LinkedIn Learning for professional development.
• Working Advantage perks.

Pay

Pay Range: USD $55,000.00 - USD $65,000.00 per year. The compensation for the selected candidate will be based on a comprehensive evaluation of factors such as relevant experience, particularly in value-based care, skills, and qualifications.

Schedule

• Monday-Friday schedule — no weekends, no on-call.