Medical Office Manager

 

“The Largest Independent Established Multi-Specialty Group in Central North Carolina is Seeking a Medical Office Manager to join our Team!”

VOTED “BUSINESS OF THE YEAR” 2018

VOTED ONE OF THE “FASTEST GROWING COMPANIES IN THE TRIAD” 2019, 2020, 2021, 2022.

Our mission at Bethany Medical is to provide excellent care through a multi-specialty approach from prevention to intervention of potentially life-threatening health problems.

Position Summary
The Medical Office Manager is responsible for the overall day-to-day operations of assigned clinic locations. This leadership role oversees Medical Assistants, Front Office Staff, and works collaboratively with Providers and Ancillary Departments to ensure efficient operations, exceptional patient care, and continued practice growth.

The Medical Office Manager serves as a key operational leader focused on increasing patient volumes, improving scheduling efficiency, enhancing patient satisfaction, and supporting the strategic growth of the practice. This position reports directly to the Director of Operations.
 

Essential Duties and Responsibilities

Operations Management

• Manage the daily operations of assigned clinic locations.
• Ensure efficient patient flow from check-in through check-out.
• Monitor clinic performance and implement process improvements to maximize productivity.
• Ensure compliance with company policies, procedures, and regulatory requirements.
• Address operational challenges and resolve patient and staff concerns in a timely manner.
• Maintain a professional, patient-centered environment throughout the clinic.

Staff Leadership and Development

• Directly supervise Medical Assistants and Front Office Staff.
• Provide leadership, coaching, training, and performance management for assigned employees.
• Assist with hiring, onboarding, scheduling, and retention of staff members.
• Conduct regular staff meetings and performance evaluations.
• Foster teamwork, accountability, and a culture of excellent customer service.

 

Provider and Ancillary Services Support

• Collaborate closely with Physicians, Nurse Practitioners, Physician Assistants, and Ancillary Staff to optimize clinic operations.
• Ensure Providers have the resources and support necessary to deliver high-quality patient care.
• Coordinate operational needs among departments, including imaging, and other ancillary services.
• Facilitate communication between Providers, staff, and leadership.

 

Practice Growth and Patient Volume Development

• Develop and implement strategies to increase patient volumes and practice growth.
• Monitor provider schedules and appointment utilization to maximize access and productivity.
• Identify opportunities to improve patient scheduling efficiency and reduce appointment gaps.
• Track key performance indicators related to patient volume, scheduling effectiveness, and provider productivity.
• Analyze operational data and make recommendations to improve clinic performance and patient access.

 

Financial and Administrative Oversight

• Monitor staffing levels and scheduling to ensure appropriate coverage and cost efficiency.
• Review operational reports and identify areas for improvement.
• Support revenue cycle initiatives by ensuring accurate patient registration, insurance verification, and documentation processes.

Qualifications

Education

• Bachelor's degree in Healthcare Administration, Business Administration, Management, or a related field is required.
• Master’s degree in Healthcare Administration, Business Administration, Management, or a related field is preferred.

 

Experience

• Minimum of 3-5 years of healthcare management or medical office leadership experience.
• Experience supervising clinical and administrative staff in a primary care practice or outpatient setting.
• Demonstrated success in improving operational efficiency and growing patient volumes.
• Multi-specialty clinic experience preferred.

 

Knowledge, Skills, and Abilities

• Strong leadership and team-building skills.
• Excellent communication and interpersonal abilities.
• Knowledge of medical office operations, scheduling systems, and healthcare regulations.
• Ability to analyze data and implement operational improvements.
• Strong problem-solving and decision-making skills.
• Proficiency with Electronic Medical Records (EMR) systems and Microsoft Office applications.
• Ability to manage multiple priorities in a fast-paced healthcare environment.

 

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift to 25 pounds.
• Ability to work in a busy clinical environment.

 

Performance Expectations

Success in this role will be measured by:
 

• Growth in patient volumes.
• Provider schedule utilization.
• Patient satisfaction scores.
• Staff engagement and retention.
• Compliance with organizational standards and policies.