Office Manager

Job Title: Office Manager

Department: Clinic

Position Type: Full-Time

FLSA: Exempt

Reports to: Director, Practice Administration

Direct Reports: Yes

Job Summary

The Office Manager oversees the day-to-day operations, staff supervision, and administrative management of a multispecialty medical clinic. This role ensures efficient workflows, high-quality patient care, compliance with regulatory requirements, and a positive, team-centered work environment.

Using Epic electronic health record dashboards and reporting tools, the Office Manager monitors productivity, access, and staff performance to support operational excellence. This role works collaboratively with providers, clinical teams, peer managers, and administrative leadership to advance organizational goals and support the mission of providing high‑quality, patient-centered care within an FQHC setting.

Duties and Responsibilities

1. Operational Management

• Oversee daily clinic operations and ensure efficient patient flow.

• Monitor scheduling, appointment availability, provider utilization, and access standards using Epic dashboards.

• Coordinate staffing schedules and manage PTO to ensure adequate coverage.

• Ensure compliance with HIPAA, PCMH, and FQHC operational requirements.

• Use Epic Management Dashboards to:

• Track productivity

• Monitor no-show rates, late arrivals, visit volumes, and throughput

• Identify performance trends and operational improvement opportunities

• Partner with leadership to implement workflow improvements supported by real-time Epic data.

2. Leadership and Supervision

• Supervise front office and clinic support staff.

• Hire, train, evaluate, and coach staff; manage performance issues promptly and professionally.

• Use Epic productivity metrics to guide performance coaching and recognition.

• Lead and promote a collaborative, accountable team environment.

• Hold regular team meetings and one-on-ones to:

• Review expectations and productivity benchmarks

• Identify training needs and development plans

• Reinforce organizational values

• Collaborate across sites with other Office Managers and clinical leaders to standardize workflows and expectations.

3. Patient Experience

• Foster a patient-centered environment that promotes access, quality, and satisfaction.
• Partner with the Patient Experience Coordinator to investigate and resolve patient concerns.
• Collaborate with operational and medical teams on quality initiatives.
• Use Epic data and patient experience insights to improve wait times, access, and continuity of care.

4. Administrative Oversight

• Manage supply inventory and coordinate equipment maintenance with clinical teams.
• Oversee IT and Epic access needs for staff.
• Support ongoing Epic workflow training and adherence to documentation standards.
• Assist with onboarding new providers, new services, and new specialties.
• Ensure adherence to organizational policies, procedures, and regulatory requirements.

Required Skills and Qualifications

• Associate's or Bachelor's degree in healthcare administration, business, or related field preferred.
• Minimum 5 years of healthcare management experience, ideally in a multispecialty or medical office setting.
• Experience supervising clinical and administrative staff.
• Strong understanding of clinic operations, including scheduling, productivity, and compliance.
• Demonstrated ability to interpret and use data to drive operational decision-making.
• Excellent communication, problem-solving, and organizational skills.

Physical Requirements: While performing the duties of this job, the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear. Occasionally the employee must stoop, bend, and lift or move up to 25 lbs. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Equal Employment Opportunity: Trillium Health promotes Equal Employment Opportunity for all, respecting diverse backgrounds, cultures, races, ages, experiences, and opinions. Employees must meet department performance standards and participate in compliance audits, process improvement, and quality improvement plans.