Clinical Office Manager - Bilingual (English/Spanish)

About the Role

VIPcare specializes in primary care for patients 65+ and is seeking an Office Manager to oversee daily clinic operations and support physicians in delivering 5-star service to geriatric patients. This operational and clinical role involves managing a care team of medical assistants and receptionists (typically 3-7 members) while ensuring efficient, patient-focused care.

Responsibilities

• Oversee, monitor, and improve clinic performance and key performance indicators, including HEDIS, admission management, ER utilization, and patient visit tracking.
• Manage clinic staff, including payroll coordination, PTO, hour management, and performance evaluations.
• Communicate with providers to ensure high-quality patient care.
• Assist with scheduling, administrative, and clinical duties for mid-level providers and physicians.
• Lead daily clinic huddles and assign proactive outreach call efforts to team members.
• Ensure front-office and back-office operations are efficient, accurate, and patient-focused.
• Provide extraordinary customer service to patients, team members, and other departments.
• Onboard and train new team members using Better Health Group policies and procedures.
• Ensure accuracy of supplies, invoices, referral requests, patient records, and medication management.
• Inform management about office trends and recommend policy or workflow improvements.
• Participate in team meetings and communicate updates to physicians and staff.
• Maintain current team calendars, spreadsheets, and whiteboards.
• Assist providers with credentialing, hospital portal access, state licenses, and professional memberships.
• Ensure compliance with Medicare Advantage Plans, HIPAA, and labor laws; report suspected breaches or compliance issues.
• Perform clinical duties such as taking vital signs, reviewing medications, administering injections, dressing wounds, drawing blood, and assisting with procedures.
• Additional duties as assigned.

Requirements

• At least 4-5 years of Medical Assisting experience (preferred, dependent on clinic location and team dynamics).
• Minimum of 1 year of leadership experience.
• CPR certification (preferred).
• Commitment to patient care and confidentiality.
• Strong oral and written communication skills.
• Ability to read and write medical terminology accurately.
• Knowledge of medical coding, HIPAA, OSHA, and biohazard guidelines.
• Basic computer skills, including familiarity with electronic medical records.
• Proficiency with Google Suite (Drive, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint) for real-time collaboration.

Preferred Qualifications

• Bachelor’s degree in healthcare administration or a related field.
• Certified Medical Assistant (preferred).
• Prior medical assisting experience (strongly preferred).
• Clinical working knowledge to perform duties such as taking vital signs, administering injections, and assisting with procedures.

Physical Requirements

• Full range of body motion, including handling and transferring patients, manual and finger dexterity, and eye-hand coordination.
• Requires standing, walking, pushing, bending, kneeling, and reaching at arm’s length and overhead for prolonged periods.
• Ability to sit or stand for extended periods.
• Must be able to lift and move patients and medical equipment as needed.
• Ability to lift/carry up to 15 lbs.
• Corrected vision and hearing to normal range.
• Ability to operate a motor vehicle and provide own means of transportation.

Key Attributes

• Contagious and positive work ethic; inspires others and models core values and guiding principles.
• Effective team player who contributes ideas and meets commitments.
• Works with energy and passion within the Better Health environment.
• Focused and driven, defining work in terms of success and completing goals.
• Handles data with confidentiality.
• Works cross-functionally with multiple teams and independently with minimal supervision.
• Excellent organizational, time-management, and multi-tasking skills with strong attention to detail.
• Strong written and verbal communication skills; comfortable interacting with providers, vendors, staff, and health plans.
• Strong interpersonal and presentation skills.
• Critical thinking and problem-solving abilities.
• Results-oriented with a focus on quality execution and delivery.
• Appreciation of cultural diversity and sensitivity toward target patient populations.

Pay

Pay Range: USD $55,000.00 - USD $65,000.00 per year.

Benefits

• Competitive base salary.
• Medical, dental, vision, disability, and life insurance.
• 401k with employer match.
• Paid time off.
• Paid holidays.