Medical Office Manager

About This Role

This role involves overseeing administrative and clinical operations, staffing, and regulatory compliance for a multi-provider family medicine practice and its affiliated mental health practices. The manager will ensure efficient workflows, provider and staff support, and alignment with strategic growth initiatives.

Responsibilities

• Manage day-to-day clinic operations across multiple providers and practice entities
• Optimize patient flow, scheduling templates, and provider utilization
• Oversee inventory management, ordering, and tracking of medical, laboratory, and office supplies
• Supervise front desk staff, medical assistants, nursing staff, and support personnel
• Coordinate provider schedules, PTO, onboarding, and coverage
• Serve as the on-site liaison with internal HR or external HR partners for hiring, onboarding, and offboarding
• Oversee insurance verification, referrals, and prior authorizations, and monitor billing performance
• Oversee and support EHR workflows, data integrity, and staff training on EHR functionality
• Coordinate services and communication with Quest Diagnostics and other medical vendors
• Manage escalated patient concerns and service recovery, ensuring high-quality patient experience
• Ensure compliance with HIPAA, OSHA, CLIA, and state/federal regulations
• Serve as the operational point of contact for the marketing team

Requirements

• 3-5+ years of experience in a medical office, clinic, or healthcare administrative setting
• 1-3+ years experience as an office manager or any form of management experience
• Bilingual in English and Japanese
• Strong organizational skills and ability to manage multiple operational priorities
• Familiarity with clinical workflows, medical terminology, and patient care support
• Experience working with electronic health record systems

Qualifications

• 3-5+ years of experience in a medical office, clinic, or healthcare administrative setting and 1-3+ years of management experience.

Nice to Have

• Experience in a multi-provider primary care or family medicine setting
• Experience supporting vaccine programs, clinical staffing, or medical supply management
• Exposure to billing, compliance, or revenue cycle processes
• Experience with eCW electronic health record system

Skills

* Required skills