Office Manager

Overview

Our purpose is Better Health. Specializing in primary care for patients 65+ is our passion.

Our purpose is Better Health. Specializing in primary care for patients 65+ is our passion.

• Are you looking for a career opportunity that will help you grow personally and professionally?
• Do you have a passion for helping others achieve Better Health?
• Are you ready to join a growing team that shares your mission?

At VIPcare, we value you. We see you. Team Members at VIPcare are living their why and building their careers with a reliable team that shares their mission of providing 5-star service that always puts patient care and outcomes first. At VIPcare, it’s the little things we do each and every day that set us apart from other primary care practices.

Our patients are family, and we want to keep our family healthy. Be part of a team that is transforming healthcare one patient at a time. We take great care of our team so they can take great care of our patients and achieve:
Better Care. Better Outcomes. Better Health.

Reports To: Regional Practice Manager

The Office Manager is responsible for leading the day-to-day operations of an assigned medical practice while fostering a high-performing, patient-centered culture that delivers Five-Star Service. This role oversees both clinical and administrative operations, manages clinic staff, supports providers, and drives operational excellence through quality, service, financial, and patient care outcomes. The Office Manager serves as the operational leader for the clinic, ensuring efficient workflows, regulatory compliance, exceptional patient experiences, and achievement of organizational performance goals within a Medicare Advantage, value-based care environment.

• 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, patients not seen, 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
  • 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…