Medical Office Manager

Neighborhood Health•Alexandria, VA

2h•Onsite

About The Position

The Medical Office Manager is responsible for overseeing and supporting daily clinic operations while working closely with the Chief Operating Officer, providers, and other Neighborhood Health staff to ensure the delivery of high-quality, patient-centered, safe, and efficient care. This role oversees clinic workflow, staff supervision, patient experience, scheduling operations, regulatory compliance, and adherence to organizational policies and applicable federal and state regulations. The Office Manager also promotes teamwork, operational efficiency, accountability, and continuous process improvement to support organizational goals and quality patient care. Demonstrates professionalism and a sincere dedication and loyalty to the philosophy, mission, vision, and values of Neighborhood Health.

Requirements

Knowledge and experience with managing schedules and provider templates
Experience managing provider schedules, templates, staffing, and daily clinic operations.
Experience in medical billing, insurance verification, and claims resolution processes.
Experience in a primary care setting, preferably within an FQHC or community health center.
Knowledge of medical office operations, workflows, and healthcare policies and procedures.
Familiarity with HIPAA, OSHA, infection control, and Joint Commission standards.
Experience supervising, training, coaching, and evaluating staff performance.
Strong leadership, organizational, multitasking, and problem-solving skills.
Excellent interpersonal and communication skills with staff, providers, patients, and vendors.
Ability to work effectively with diverse staff and underserved patient populations.
Experience with electronic health records (EHR), medical records, and healthcare technology systems.
Knowledge of the local healthcare environment and community resources.
Demonstrated commitment to the mission and values of Neighborhood Health.

Nice To Haves

Bilingual English/Spanish is a plus.

Responsibilities

In partnership with the site Nurse Coordinator, oversees and coordinates the day-to-day operations of the assigned clinical site to ensure efficient workflow, quality patient care, regulatory compliance, and adherence to Neighborhood Health policies and procedures.
Directly supervises front desk staff, including recruitment, onboarding, training, coaching, scheduling, performance management, and ongoing staff development to ensure excellent customer service and operational efficiency.
Coordinates and monitors maintenance, safety, and operational needs of the assigned facility, working collaboratively with the Facility Maintenance Department and external vendors to ensure the site remains functional, safe, and patient-ready.
Maintains a clean, safe, secure, and compliant work environment in accordance with all applicable federal, state, and local laws and regulations, including OSHA, HIPAA, infection control, and Joint Commission standards.
Manages provider scheduling activities, including coordination of templates, time-off requests, schedule adjustments, and provider sick call coverage to support continuity of patient care and operational efficiency.
Collaborates with the Chief Operating Officer and clinical leadership to optimize provider schedules, maximize patient access, and support productivity, operational, and organizational performance goals.
Ensures adequate staffing levels to support daily clinic operations and monitors employee attendance, punctuality, and work hours to ensure accurate documentation and compliance within the timekeeping system.
Coordinates newborn infant visit scheduling with hospital staff to ensure timely post-discharge appointments, continuity of care, and compliance with clinical guidelines.
Reviews, coordinates, and manages paid time off, leave requests, and staff scheduling to ensure appropriate staffing coverage and compliance with organizational policies.
Serves as the primary site liaison for LabCorp, coordinating laboratory-related operations, issue resolution, communication, and workflow collaboration to support efficient patient care and laboratory services.
Serves as the initial point of contact for patient complaints and grievances, ensuring concerns are addressed professionally, timely, and compassionately while promoting service recovery, patient satisfaction, and continuous improvement of the patient experience.
Oversees the maintenance, inspection, and operational readiness of medical equipment at the assigned site to ensure compliance with regulatory requirements, patient safety standards, and uninterrupted clinical operations. Coordinates repairs, preventive maintenance, and vendor services as needed.
Assists with oversight and resolution of billing, registration, and claim-related issues associated with the assigned site, while coordinating closely with the Cenevia Central Billing Office (CBO) to ensure timely follow-up, accurate workflows, and revenue cycle support.
Serves as a primary point of contact for vendors operating at the site, coordinating services, addressing operational concerns, and ensuring vendor activities align with organizational expectations and site needs.
Acts as the site liaison for information technology issues by coordinating communication between staff and the IT department, assisting with troubleshooting, escalating concerns, and supporting operational continuity related to technology systems and equipment.
Oversees inventory management and ordering of office and operational supplies to ensure adequate stock levels, cost-effective utilization of resources, and uninterrupted clinic operations.
Oversees site-specific emergency management activities, including implementation of emergency preparedness procedures, staff training, drills, and response protocols to ensure readiness and compliance with organizational, state, and federal emergency management requirements.
Ensures implementation, communication, and enforcement of Neighborhood Health policies and procedures, including HIPAA, OSHA, infection control, workplace safety, and facility operations requirements related to the environment of care and regulatory compliance.
Participates in organizational risk management and quality improvement initiatives and supports efforts to enhance operational efficiency, patient satisfaction, compliance, and quality of care outcomes.
Collaborates with the Chief Operating Officer to coordinate and support ongoing staff training, operational updates, policy communication, and workflow education for site staff.
Provides operational support and staff coverage as needed for front desk functions and assists the call center during periods of high call volume or staffing shortages to maintain patient access and customer service standards.