Office Manager

About the role

VIPcare is seeking an Office Manager to provide 5-star service in a combined operational and clinical role. The Office Manager will assist physicians in managing daily office operations and delivering care to geriatric patients, reporting to the Regional Manager and leading a care team of 3-7 medical assistants and/or receptionists.

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 mid-level providers and physicians.
• Lead daily clinic huddles and assign proactive outreach call efforts.
• Manage office operations to ensure front-office and back-office teams operate efficiently, accurately, and in a patient-focused manner.
• Provide extraordinary customer service to all internal and external customers, including patients and other departments.
• Onboard and train new team members 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 office trends, recommend new policies, or facilitate improvements to current workflows.
• Participate in required team meetings and communicate updates and changes to physicians and staff.
• Keep team calendars, spreadsheets, and whiteboards current and accurate.
• 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 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.
• Medical Assistant Certified.
• Prior medical assisting experience.
• 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 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 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 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

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.