Assistant Medical Office Manager

MINIMALLY INVASIVE VASCULAR INC•Saint Augustine Shores, FL

1d•Hybrid

About The Position

This hands-on role combines front desk and patient care coordination with administrative, human resources, and accounts payable support. You will work closely with the Practice Administrator to keep daily operations organized, support employees, and follow administrative tasks through to completion. Front desk responsibilities are a regular part of this position. The role is based primarily in St. Augustine, with occasional coverage and support at our Jacksonville office.

Requirements

At least two years of medical office experience preferred
Experience with insurance verification, authorizations, and referral coordination strongly preferred
Previous lead front desk, supervisory, or medical office administrative experience is a plus
Experience with employee onboarding, HR support, timekeeping, or accounts payable preferred
Strong customer service, communication, and organizational skills
Ability to prioritize patient needs alongside administrative deadlines
Dependable follow-through and comfort working independently within established procedures
Sound judgment when handling confidential patient, employee, and financial information
Proficiency with EMRs, Microsoft Office, Excel, and general office software
Reliable transportation and willingness to travel occasionally between offices

Nice To Haves

NextGen Office experience is a plus

Responsibilities

Welcome patients, answer calls, and provide professional, compassionate service
Schedule consultations, procedures, ultrasounds, and follow-up appointments
Confirm appointments, maintain provider schedules, and coordinate transportation when needed
Collect and update patient demographics, insurance information, and required forms
Prepare patient charts and obtain medical records, imaging, and laboratory results
Maintain accurate EMR documentation and scan outside records
Coordinate care with referring offices, dialysis centers, and other facilities
Relay approved patient instructions and direct clinical questions to clinical staff
Verify insurance eligibility and benefits
Obtain required authorizations and referrals
Communicate with insurers about coverage and approvals
Track pending authorizations and missing documentation to help prevent scheduling delays
Assist with claim follow-up, denials, and appeals as directed
Assist the Practice Administrator with daily operations, reports, correspondence, and administrative projects
Help coordinate front office tasks, staffing coverage, and communication between locations
Maintain tracking spreadsheets, office checklists, and administrative records
Prepare meeting materials, document action items, and follow up on assigned tasks
Monitor office supplies and coordinate approved purchases
Communicate with vendors regarding service requests and office needs
Identify workflow issues and help implement approved improvements
Maintain referral contact information and support outreach follow-up
Assist with job postings, interview scheduling, and candidate communication
Coordinate new employee paperwork, orientation, training checklists, and system access requests
Maintain confidential personnel files and track required licenses, certifications, and training
Assist with timecard review, attendance tracking, and corrections for administrator approval
Track time-off requests and help coordinate approved coverage
Coordinate evaluation schedules and distribute approved policies and handbook updates
Assist with benefits enrollment coordination and employee offboarding
Bring employee concerns and matters requiring management decisions to the Practice Administrator
Organize and enter vendor invoices into the designated accounting or tracking system
Verify invoice accuracy and match charges to orders and deliveries when applicable
Prepare invoices and supporting documents for administrator approval
Track payment due dates and assist with approved payment processing
Maintain invoice and payment records and reconcile vendor statements
Follow up on billing discrepancies, duplicate charges, and outstanding credits