Office Manager

Office Manager (Administrative)

The Office Manager is responsible for overseeing the daily administrative and operational functions of the family medical practice to ensure a smooth and efficient work environment. This role involves managing office staff, coordinating patient scheduling, maintaining office policies and procedures, and facilitating communication between clinical and administrative teams.

The Office Manager plays a critical role in optimizing workflow, managing resources, and supporting patient satisfaction while ensuring compliance with regulatory requirements and organizational standards. This position requires strong leadership, organizational skills, and the ability to balance multiple priorities in a fast-paced healthcare setting.

• Oversee the daily operations of the medical office, ensuring a smooth, efficient, and patient-focused environment.
• Supervise front office and clinical staff, including receptionists, medical assistants, and other personnel.
• Manage staff scheduling, timekeeping, and performance evaluations to ensure adequate coverage and high performance.
• Ensure compliance with all regulatory requirements, including HIPAA, OSHA, and other healthcare-related standards.
• Collaborate with the Executive Leadership Team to implement and uphold office policies and procedures.
• Coordinate provider schedules, patient appointments, and daily workflow to optimize efficiency and minimize wait times.
• Handle patient inquiries, concerns, and complaints professionally and promptly.
• Collaborate with clinical, billing, and Executive Leadership teams to support practice goals and resolve operational issues.
• Oversee supply inventory and ordering, ensuring the practice is stocked with necessary materials and equipment.
• Assist with onboarding and training of new administrative and clinical staff.
• Support the implementation and maintenance of electronic health record (EHR) and practice management systems.
• Prepare and distribute internal communications, reports, and documentation as needed by leadership.
• Monitor the cleanliness, safety, and functionality of the office space and coordinate maintenance when necessary.
• Ensure excellent customer service is delivered by all front office staff, supporting a welcoming and respectful atmosphere for patients and families.
• Supervise and provide leadership to receptionists and medical assistants, ensuring duties are performed accurately and efficiently.
• Develop and manage staff schedules to ensure appropriate clinic coverage.
• Train new staff on clinic procedures, compliance standards, and customer service expectations.
• Conduct performance evaluations, provide feedback, and address performance issues in a timely and professional manner.
• Lead regular staff meetings and communicate updates, policies, and clinic goals.
• Resolve conflicts or issues among staff and foster a positive, team-oriented work environment.
• Monitor daily workflow and staff productivity, adjusting assignments and support as needed to meet clinic demands.