Office Manager

Mehta Medical Group PLLC•Humble, TX

11d•$60,000 - $70,000•Onsite

About The Position

Wellspire Medical is seeking an experienced, highly organized, and hands-on Clinical Practice Manager / Practice Administrator to oversee the daily operations of one of our largest and busiest multi-specialty clinic locations. This is a high-visibility leadership position responsible for ensuring the clinic operates efficiently, delivers an exceptional patient experience, supports provider productivity, maintains appropriate staffing, and consistently follows organizational policies and workflows. The ideal candidate is a working manager who is comfortable leading from the floor, solving problems in real time, holding staff accountable, supporting multiple specialties and providers, and stepping in wherever necessary to keep operations moving. This position requires someone who can balance people leadership, clinical operations, front-office operations, provider support, patient experience, financial awareness, compliance, and day-to-day problem solving in a fast-paced environment.

Requirements

High school diploma or equivalent required.
Minimum 3–5 years of healthcare practice operations experience.
Minimum 2 years of supervisory or management experience in a physician practice, outpatient clinic, or similar healthcare setting.
Working knowledge of scheduling, registration, insurance verification, referrals, authorizations, patient collections, clinical workflows, and provider support.
Experience with an electronic health record/practice management system required.
Strong working knowledge of HIPAA and general ambulatory healthcare compliance requirements.
Strong leadership and accountability.
Excellent communication.
Sound judgment.
Organization.
Conflict resolution.
Ability to prioritize competing demands.
Comfortable making decisions.
Ability to address difficult employee and patient situations.
Ability to manage multiple providers and specialties simultaneously.
Ability to remain composed during high-volume clinic operations.
Visible and engaged in daily clinic operations, not someone who manages exclusively from an office.

Nice To Haves

Associate or bachelor's degree in healthcare administration, business, nursing, or related field preferred but not required with equivalent healthcare management experience.
Experience supervising both front-office and clinical support staff strongly preferred.
Experience supporting multiple providers and/or specialties strongly preferred.
eClinicalWorks experience strongly preferred.

Responsibilities

Provide overall day-to-day operational leadership for the assigned multi-specialty clinic.
Ensure the clinic opens and closes appropriately and is fully prepared for daily patient care.
Monitor daily clinic flow, patient volume, provider schedules, staffing levels, wait times, and operational barriers.
Conduct daily huddles and communicate priorities, staffing concerns, provider needs, and operational updates.
Identify workflow inefficiencies and implement solutions in collaboration with the Director of Clinical Operations.
Ensure organizational policies, SOPs, and standardized workflows are consistently followed.
Maintain an organized, professional, patient-ready environment.
Escalate significant operational, clinical, staffing, patient, compliance, or provider concerns appropriately.
Directly supervise assigned front-office and back-office employees.
Establish clear performance expectations and hold employees accountable for attendance, productivity, professionalism, patient service, and adherence to policies.
Provide ongoing coaching, feedback, counseling, and performance management.
Participate in employee evaluations, corrective actions, performance improvement plans, and recognition.
Partner with Human Resources and the Director of Clinical Operations regarding employee relations matters.
Monitor attendance, PTO requests, call-outs, overtime, timekeeping, and schedule coverage.
Coordinate staffing assignments and adjust coverage based on patient and provider needs.
Promote teamwork and collaboration between front office, medical assistants, providers, call center, referrals, verification, and other departments.
Assist with interviewing, hiring, onboarding, and training new employees.
Develop staff members and identify employees with leadership potential.
Serve as the primary operational point of contact for providers practicing at the assigned location.
Build effective working relationships with physicians, APPs, and clinical staff.
Ensure providers have appropriate staffing, equipment, supplies, schedules, and operational support.
Monitor provider schedules for accuracy, appropriate utilization, and compliance with established scheduling parameters.
Identify provider concerns and resolve operational issues whenever possible before escalation.
Assist with onboarding new providers and integrating them into clinic workflows.
Support provider productivity and clinic growth while maintaining patient safety and quality standards.
Oversee registration, check-in, check-out, scheduling, collections, insurance verification coordination, referrals, forms, and patient communication.
Ensure demographic and insurance information is accurately captured.
Monitor point-of-service collections and adherence to financial policies.
Ensure staff appropriately manage patient forms, consents, ABNs, insurance waivers, payment arrangements, and other required documentation.
Monitor front-office workflows and address bottlenecks that affect patient flow.
Ensure telephone and patient portal concerns are routed and addressed appropriately.
Oversee Medical Assistant workflows and ensure providers receive appropriate clinical support.
Monitor rooming efficiency, clinical documentation workflows, medication refill processes, test and lab workflows, injections, supplies, and other clinical support activities.
Ensure clinical staff maintain required certifications and competencies.
Reinforce infection prevention, OSHA, HIPAA, safety, and other clinical requirements.
Coordinate with clinical leadership regarding quality initiatives, training needs, and process improvement.
Ensure appropriate escalation of urgent clinical or patient-safety concerns to licensed clinical personnel.
Maintain a strong focus on patient satisfaction and service.
Address escalated patient complaints professionally and promptly.
Perform service recovery when appropriate and escalate significant concerns to leadership.
Investigate operational issues contributing to poor patient experiences and implement corrective action.
Ensure employees demonstrate professionalism, empathy, responsiveness, and respect during every patient interaction.
Monitor clinic performance and communicate trends to the Director of Clinical Operations.
Track applicable operational measures such as patient volume, schedule utilization, staffing, overtime, wait times, collections, patient complaints, productivity, and workflow completion.
Hold teams accountable for organizational performance expectations and established KPIs.
Use available data to identify opportunities for improvement.
Participate in operational meetings and provide clinic updates, barriers, and action plans.
Maintain awareness of clinic labor costs, overtime, staffing utilization, supplies, and controllable expenses.
Manage staffing responsibly while maintaining appropriate patient and provider support.
Monitor supply usage and prevent unnecessary waste.
Follow established purchasing and approval processes.
Support organizational initiatives designed to improve efficiency, revenue, patient access, and cost control.
Ensure clinic operations comply with HIPAA, OSHA, infection prevention, Medicare requirements, organizational policies, and applicable healthcare regulations.
Protect patient confidentiality and ensure staff appropriately safeguard PHI.
Ensure incidents, patient complaints, safety events, and compliance concerns are documented and escalated appropriately.
Participate in emergency preparedness and ensure employees understand applicable emergency procedures.
Maintain readiness for internal audits, payer reviews, regulatory visits, and other inspections.