Healthcare Office Manager; Lowell

The Vascular Care Group, Tufts Medicine, and Commonwealth Radiology Associates have opened a state-of-the-art outpatient Vascular + Vein Center in Lowell, MA to enhance the patient care experience by providing advanced diagnostic and therapeutic services, including vascular interventions, vein treatments, and specialized medical care, in a comfortable, cutting-edge environment. This collaboration ensures patients receive the highest quality care from a team of leading vascular and interventional specialists.

The Lowell Vascular + Vein Center is seeking an operational and strategic leader who will be accountable for driving the growth, efficiency, and day-to-day activities of the practice. The Office Manager should take a proactive, hands-on approach to schedule management, staff performance, resource optimization, and patient flow, anticipating operational needs and challenges and continually seeking opportunities to expand the practice’s capacity and impact.

The Office Manager is responsible for supporting a high-functioning, engaged team and for ensuring that best practices, quality standards, and all applicable regulations are met. This role reports to the Director of Clinical Operations and will work in close collaboration with the clinicians within the practice, Tufts Medicine and Lowell General Hospital, Commonwealth Radiologogy, and the broader healthcare community.

This role is exempt. The practice offers medical, dental vision benefits, including a company match with our 401K.

• Lead day-to-day operations of the practice with a proactive mindset, addressing workflow opportunities, resolving issues before they affect patients or staff, and improving operational efficiency across all functions
• Proactively manage and optimize provider schedules to maximize clinical capacity, reduce gaps, and support practice growth
• Champion a culture of exceptional patient experience, addressing concerns promptly and thoroughly, implementing root-cause corrective actions, and monitoring and reacting to satisfaction metrics to drive continuous service improvement
• Recruit, hire, onboard, and support high-performing administrative and clinical staff setting clear performance expectations, conducting regular reviews, leading regular all-staff and function-specific meetings, providing ongoing coaching, and holding staff accountable to consistent standards, policies, and procedures
• Manage staffing levels, scheduling coverage and resource allocation in coordination with leads to meet the demands of a growing practice, planning ahead for absences and volume fluctuations to ensure seamless daily operations
• Oversee patient scheduling, registration, financial counseling, medical records, billing and collections, and cash posting, ensuring all workflows are efficient, accurate, and patient-centered
• Drive physician and referral source outreach to grow the practice’s patient base; track referral patterns, identify growth opportunities, and collaborate with leadership to expand service reach in the Greater Lowell market
• Oversee and provide administrative support for obtaining and maintaining QUAD A and IAC accreditation as applicable
• Support clinician credentialing and licensing as well as coordination of professional development activities
• Ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations
• Lead and manage operational projects and practice improvement initiatives from inception through execution, proactively identifying inefficiencies and implementing solutions that support the growth and sustainability of the Lowell site
• Serve as a key liaison with Lowell General Hospital, Tufts Medicine, and Commonwealth Radiology affiliations and other…