Medical Office Manager

Job Summary

We are seeking a hands-on, energetic, and highly organized Medical Office Manager to oversee the daily operations of a busy healthcare practice.

This is an active, working-management position. The ideal candidate is someone who is comfortable leading from the front and jumping in wherever needed to support the team and keep the clinic running efficiently. You will oversee both administrative and clinical operations while also stepping into front-office, back-office, scheduling, patient flow, and other responsibilities when staffing needs or operational demands require it.

The Medical Office Manager will lead staff, monitor clinic performance, ensure compliance, support patient care, and maintain a positive and accountable work environment.

Key Responsibilities:

1. Office Operations & Administration

• Oversee daily front and back-office operations.
• Be willing and able to jump into various roles when needed, including front desk, medical assistant/clinical support, scheduling, patient intake, rooming, and other clinic functions within your qualifications.
• Lead by example and provide hands-on support during staffing shortages, high-volume days, or unexpected operational needs.
• Review the upcoming schedule at least one week in advance to identify scheduling conflicts, errors, staffing concerns, and other issues.
• Implement and maintain office policies, procedures, and workflows.
• Communicate directly with CRNAs and providers regarding schedules, start-time changes, cancellations, and operational concerns.
• Maintain required office logs, including fire extinguisher, refrigerator temperature, medication disposal, DME, and other compliance logs.
• Ensure HIPAA and confidentiality standards are consistently followed.

2. Staff Management

• Train, supervise, coach, and evaluate clinical staff.
• Ensure appropriate staffing for daily operations, early cases, time off, and other coverage needs.
• Conduct daily team huddles.
• Conduct regular 1:1 meetings with clinical staff.
• Provide performance feedback and address performance or attendance concerns in partnership with HR.
• Conduct performance evaluations.
• Monitor staff productivity and workload distribution.
• Run and review reports for open charts and clinical staff audits.
• Conduct chart audits to ensure accurate and timely documentation.
• Hold team members accountable for completing assigned responsibilities and maintaining clinic standards.

3. Patient & Clinical Workflow Management

• Monitor Klara, tasks, cardiac clearances, Botox, Visco, voicemails, and other patient-related workflows to ensure timely follow-up.
• Ensure required clearances, medications, authorizations, and documentation are obtained in a timely manner.
• Monitor patient flow and identify opportunities to improve efficiency.
• Address patient concerns and escalate issues appropriately.
• Maintain a patient-centered environment and high level of customer service.

4. Inventory & Financial Operations

• Monitor and maintain appropriate medical and office supply inventory.
• Review orders and coordinate supply needs.
• Work collaboratively with billing and coding teams to identify operational concerns that may impact claims or collections.
• Monitor appropriate use of office and clinical resources.

5. Compliance & Quality Assurance

• Ensure compliance with HIPAA, OSHA, company policies, and applicable healthcare regulations.
• Maintain required documentation, logs, and operational standards.
• Support audits, inspections, and regulatory requirements.
• Coordinate with vendors and other external partners as needed.
• Identify compliance or safety concerns and communicate them promptly.

6. Communication & Collaboration

• Communicate effectively with providers, clinical staff, front-office staff, leadership, HR, and other departments.
• Escalate operational concerns promptly.
• Work collaboratively with other clinic managers and leadership.
• Attend required company meetings, leadership meetings, and training sessions in McKinney, Texas.

Experience

• Proven experience in medical office management or healthcare practice management within a clinical setting.
• Extensive knowledge of medical terminology, medical records management, and electronic health record (EHR) systems
• Demonstrated supervisory experience overseeing healthcare staff in a fast-paced environment.
• Familiarity with healthcare regulations including HIPAA compliance, standards, and utilization management policies.
• Experience working with EMR/EHR systems and patient management software to streamline clinic operations.
• Prior exposure to managed care environments or acute/critical care settings is highly desirable.
• Excellent managerial communication skills paired with customer service expertise to foster team collaboration and patient satisfaction.

We are looking for a leader who will take ownership of the clinic, support their team, hold employees accountable, and help create an efficient, professional, and patient-focused environment.

If you are an experienced healthcare leader who is ready to roll up your sleeves and lead by example, we want to hear from you.

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person