Medical Office Manager

The Cardiovascular Care Group•Clifton, NJ

5d•Onsite

About The Position

The Cardiovascular Care Group Medical Office Manager is responsible for overseeing the daily operations of a busy medical practice. This includes ensuring efficient workflows, patient flow, scheduling, and adherence to practice policies. The role involves leading, training, supervising, scheduling, and evaluating administrative and clinical support staff. The manager will provide operational and administrative support to physicians, manage office operations, facilities, inventory, and vendor relationships. A key aspect of the role is maintaining strict confidentiality of sensitive information. The position also supports financial operations, including budgeting, expense tracking, billing, reimbursement, and financial reporting, as well as managing revenue cycle activities like coding, charge capture, and claims management. Ensuring compliance with HIPAA, OSHA, CMS, and accreditation standards is crucial. The role focuses on improving patient satisfaction, coordinating clinic operations with ancillary services, and maintaining accurate patient and physician records. Direct clinical support is also provided, including patient rooming, wound care, assisting with procedures, and managing prescription refills and patient inquiries. Maintaining a clean, organized, and safe environment is essential for high-quality patient care.

Requirements

5+ years of medical practice management experience; vascular, cardiology, surgical, or other specialty practice experience preferred.
Proven leadership and supervisory experience managing administrative and clinical staff.
Strong knowledge of medical billing, coding, reimbursement, and revenue cycle management.
Clinical experience as a Certified Medical Assistant or Medical Assistant.
Solid understanding of healthcare regulations, compliance requirements, and practice operations.
Strong financial acumen, including budgeting, expense management, and financial reporting.
Excellent communication, interpersonal, customer service, and conflict-resolution skills.
Demonstrated ability to multitask, prioritize responsibilities, solve problems, and meet deadlines in a fast-paced environment.
Strong organizational skills and attention to detail.
Proficiency with Microsoft Office Suite and electronic medical record (EMR) systems.
High School Diploma or equivalent required
Certified Medical Assistant (CMA) certification preferred or required, as applicable.

Nice To Haves

Bachelor's degree preferred.
vascular, cardiology, surgical, or other specialty practice experience preferred.
Certified Medical Assistant (CMA) certification preferred

Responsibilities

Oversee the daily operations of a busy medical practice, ensuring efficient workflows, patient flow, scheduling, and adherence to practice policies and objectives.
Lead, train, supervise, schedule, and evaluate administrative and clinical support staff, including front desk personnel and medical assistants.
Provide operational and administrative support to physicians, including coordinating provider schedules, assisting with credentialing, and reducing administrative burden.
Manage office operations, facilities issues, supply inventory, vendor relationships, monthly office and medical ordering, and special projects as assigned.
Maintain strict confidentiality when handling sensitive employee, patient, and practice information.
Support financial operations, including budgeting, expense tracking, billing processes, reimbursement optimization, financial reporting, and vendor contract management.
Oversee revenue cycle activities, including coding accuracy, charge capture, prior authorizations, claim submissions, denials management, collections, and collaboration with billing teams.
Ensure compliance with HIPAA, OSHA, CMS, and specialty accreditation standards while maintaining required policies, procedures, and documentation.
Monitor and improve patient satisfaction by resolving escalated concerns and implementing service quality initiatives.
Coordinate clinic operations with vascular labs, imaging centers, pharmacies, and other ancillary services.
Maintain accurate patient and physician records, including scanning, record preparation, and documentation management.
Provide direct clinical support, including: Rooming patients and obtaining vital signs, Wound care and compression measurements, Assisting with minor surgical and vascular procedures, Suture, staple, and Permacath removals, Lymphedema pump ordering and related patient care activities.
Manage clinical and patient support functions, including prescription refills, patient clinical inquiries, disability forms, CT/MRI authorizations, and weekly chart preparation.
Maintain a clean, organized, and safe environment to support high-quality patient care and safety.

Benefits

Medical (100% paid by the group for Employee Only coverage with the Cigna Bronze plan).
Dental – three plans to choose from Delta Dental and Cigna.
Vision – two plans to choose from Delta VSP.
Health Savings Account and Flexible Spending Accounts (Healthcare, Dependent Care, Transit and Parking) through Upswing.
Life Insurance – $25,000 Paid by the group with the option to enroll in additional Voluntary Life Insurance coverage.
Short-Term Disability and Long-Term Disability through New York Life with the option to enroll in additional voluntary coverage.
Ancillary optional benefits – Accident, Critical Illness and Hospital Indemnity through New York Life.
Paid Time Off
Holiday Pay
Paid Jury Duty – 1 day of full pay.
Employee Assistance Programs through RWJBH and Cigna.
401k Employer Contributions – upon eligibility, group contributes 3%
Working Advantage and Life Mart Employee Discounts.
Holiday Party, Employee Appreciation Days, Ice Cream Socials, various Fundraisers and Contests (receive prizes!) – Lots of employee engagement.