Office Manager

About the Role

VIPcare is seeking an Office Manager to provide 5-star service in assisting physicians with daily office operations and the treatment of geriatric patients. This operational and clinical role reports to the Regional Manager and manages a care team of medical assistants and/or receptionists (typically 3-7 members).

Responsibilities

• Oversee, monitor, and improve clinic performance and key performance indicators, including HEDIS, admission management, ER utilization, and patients not seen.
• Manage a team of clinic staff, including coordinating payroll, PTO, hour management, and performance.
• Communicate with providers to ensure patient quality of care.
• Assist with scheduling, administrative, and clinical duties for providers (mid-levels and physicians).
• Lead daily clinic huddles and assign proactive outreach call efforts to team members.
• Manage office operations to ensure front-office and back-office care teams operate efficiently, accurately, and in a patient-focused manner.
• Provide extraordinary customer service to all internal and external customers, including patients, team members, and other departments.
• Ensure new team members are onboarded and receive proper training using Better Health Group policies and procedures.
• Ensure accuracy of all incoming and outgoing information, including supplies, invoices, referral requests, patient records, and medication management.
• Inform management about current office trends, recommend new policies, or facilitate improvements to existing workflows.
• Participate in required team meetings and communicate updates and changes to physicians and staff.
• Ensure team calendar, spreadsheets, and whiteboards are current and accurate.
• Assist providers with obtaining and maintaining credentialing, hospital portal access, state licenses, and professional memberships.
• Ensure compliance with Medicare Advantage Plans, HIPAA, and labor laws; report any suspected breaches or compliance issues.
• Perform 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 Certified (preferred).
• Commitment to patient care and confidentiality.
• Strong oral and written communication skills.
• Ability to accurately read and write medical terminology.
• Knowledge of medical coding, HIPAA, OSHA, and Biohazard guidelines.
• Basic computer skills, including familiarity with electronic medical records.
• Proficient 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 related field (preferred).
• Medical Assistant Certified (preferred).
• Prior medical assisting experience (strongly preferred).
• Clinical working knowledge and ability to perform clinical duties, including taking vital signs, reviewing medications, administering injections, dispensing medications, irrigating eyes and ears, dressing and bandaging wounds, drawing blood, and assisting physicians 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 in a clinic for prolonged periods.
• Ability to sit or stand for prolonged periods.
• Must be able to lift and move patients and medical equipment as needed.
• Ability to lift/carry up to 15 lbs.
• Requires corrected vision and hearing to normal range.
• Ability to operate a motor vehicle and have 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 valuable ideas and feedback and meets commitments.
• 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 completes goals.
• Demonstrated ability to handle data with confidentiality.
• Ability to work cross-functionally with multiple teams and independently with minimal supervision.
• Excellent organizational, time-management, and multi-tasking skills with strong attention to detail.
• Excellent written and verbal communication skills; comfortable communicating with providers, vendors, staff, and health plans.
• Strong interpersonal and presentation skills.
• Strong critical thinking and problem-solving skills.
• Results-oriented with a focus on quality execution and delivery.
• Appreciation of cultural diversity and sensitivity toward target patient populations.

Pay

USD $47,000.00 - USD $60,000.00 per year.

Benefits

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