Medical Office Manager

Vein Guys • Hendersonville, TN

1d

About The Position

The Medical Office Manager is responsible for the comprehensive operational success of the surgical practice, with a specialized focus on the patient journey and surgical coordination. This role is the "hub" of the practice, bridging the gap between patient intake, complex surgical scheduling, and the rigorous pre-certification requirements necessary to maintain practice workflow.

Requirements

• Demonstrated experience in managing the logistics of surgical scheduling, including coordination with outside hospitals or surgical centers.
• Advanced knowledge of pre-certification, prior authorization, and medical necessity documentation requirements for private and public payers.
• Strong organizational skills with the ability to manage front-office traffic while simultaneously tracking long-lead surgical authorizations.
• Deep familiarity with practice management and EHR software; ability to generate reports on surgical volume and authorization turnaround times.
• Exceptional phone and interpersonal skills to handle patient anxiety regarding surgeries and to advocate effectively with insurance adjusters.

Responsibilities

• Oversee the front desk workflow to ensure a seamless patient experience, including accurate demographic collection, insurance verification, and final patient processing.
• Act as the primary point of contact for patient inquiries, ensuring expectations are set regarding surgical prep, arrival times, and post-operative follow-up.
• Ensure all patient charts are audited for accuracy and completeness during the intake and checkout phases to maintain high standards of record integrity.
• Manage the master surgery schedule, coordinating between clinical providers, facility availability (e.g., Swan Surgical), and patient schedules.
• Serve as the lead on navigating insurance payer requirements. Initiate, track, and secure pre-certifications for all surgical procedures and diagnostic tests.
• Monitor the status of pending authorizations; proactively address issues with insurance carriers to prevent delays or rescheduling of surgery dates.
• Oversee the accurate collection of co-pays, deductibles, and surgical deposits at the time of service.
• Monitor daily revenue cycle performance, ensuring that surgical volume data is tracked and reported accurately for practice management.
• Maintain strict adherence to HIPAA guidelines regarding patient privacy, particularly during the transition of medical records to hospitals or ancillary surgical facilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed