Office Manager

POSITION SUMMARY

The Office Manager is the operational backbone of the practice and the first impression for every patient. This role ensures a seamless, professional, and efficient patient experience from scheduling through billing while maintaining accurate records, optimizing provider time, and supporting revenue growth.

To apply: Please email your resume and interest to Amy Smith, Owner at [email protected]

KEY RESPONSIBILITIES

1. Patient Experience & Front Desk Excellence

• Greet and check in patients with professionalism and warmth
• Manage patient flow to minimize wait times and confusion
• Answer phone calls, emails, and inquiries promptly and courteously
• Assist walk-in patients and accommodate urgent scheduling needs
• Resolve patient concerns or escalate appropriately

2. Scheduling & Provider Optimization

• Manage appointment scheduling to maximize provider productivity
• Confirm appointments and reduce no-shows
• Balance clinical priorities, testing times, and patient needs
• Maintain an organized, forward-looking schedule

3. Clinical Documentation & Chart Management

• Ensure all patient records are accurate, complete, and compliant in Sycle
• Prepare charts ahead of appointments
• Maintain HIPAA-compliant documentation practices

4. Billing, Insurance & Revenue Cycle

• Verify insurance eligibility and benefits in system
• Support credentialing and provider enrollment processes as needed
• Submit accurate insurance claims and track reimbursements
• Manage patient billing, payments, and outstanding balances
• Generate and distribute patient statements on a monthly basis
• Resolve billing discrepancies and insurance issues

5. Office Operations & Accountability

• Open office and check messages each day to ensure smooth daily operations
• Maintain a clean, organized, and welcoming office environment, including light office upkeep
• Identify inefficiencies, recommend improvements, and order supplies
• Track key metrics (no-shows, billing turnaround, collections, etc.)
• Support overall practice goals and growth

6. Team Collaboration & Communication

• Act as a communication bridge between patients and clinicians
• Collaborate with leadership on priorities and improvements
• Contribute to a positive, accountable team culture

Work Location: In person