Office Manager / Practice Manager

Medi-Weightloss • Fitchburg, WI

1d

About The Position

Medi-Weightloss is a nationally recognized, physician-supervised program delivering medically proven, individualized weight management and hormone optimization solutions. Our clinics are focused on improving overall health, reducing obesity-related conditions, and enhancing patient quality of life through evidence-based protocols and comprehensive support.
We are seeking an experienced, organized, and patient-focused Office Manager / Practice Manager to oversee daily clinic operations, support the care team, and help deliver an exceptional patient experience. This role is ideal for a healthcare operations professional who enjoys leading teams, improving processes, and contributing to practice growth.
The Office Manager / Practice Manager will manage the administrative and operational functions of the clinic while partnering with providers and clinical staff to maintain efficient workflows and high standards of patient care. This position will oversee front office operations, staff coordination, scheduling, patient service, inventory, compliance, and performance management.
The successful candidate will be a hands-on leader who can balance operational priorities with compassionate patient service. Experience in a medical practice, weight management clinic, wellness center, endocrinology office, primary care setting, or other outpatient healthcare environment is highly valued.

Requirements

• 2+ years of experience in medical office management, healthcare administration, practice management, clinic operations, or a related role
• Experience supervising, coordinating, or leading administrative and clinical support staff
• Strong knowledge of patient scheduling, front desk operations, insurance verification, benefits verification, payment collection, and medical office procedures
• Excellent communication, organization, customer service, and problem-solving skills
• Ability to manage multiple priorities in a fast-paced outpatient healthcare environment
• Working knowledge of electronic medical records, practice management systems, multi-line phone systems, and Microsoft Office or similar software
• Commitment to patient privacy, confidentiality, professionalism, and regulatory compliance

Nice To Haves

• Field marketing experience promoting the brand within the community
• Experience in medical weight management, hormone optimization, wellness, primary care, endocrinology, bariatrics, or another specialty healthcare practice
• Knowledge of HIPAA, OSHA, clinical office compliance, and healthcare quality processes
• Experience with staff training, performance management, inventory control, reporting, or revenue cycle processes
• Medical Assistant certification or other healthcare-related certification
• Familiarity with GLP-1 medications, weight management programs, hormone therapy, BHRT, or chronic disease management

Responsibilities

• Oversee daily clinic operations, including opening and closing procedures, patient flow, scheduling, check-in and check-out, phone coverage, and administrative workflows
• Lead and support the clinic team by coordinating schedules, assigning responsibilities, providing coaching, and helping maintain a collaborative workplace
• Deliver exceptional patient service by creating a welcoming environment, responding to concerns, and ensuring timely and professional communication
• Respond to new patient inquiries, manage patient scheduling, appointments, reminders, follow-up processes, cancellations, rescheduling, and waitlists
• Execute community outreach to drive patient referrals and new patient traffic
• Oversee billing and administrative processes, including insurance verification, benefits verification, payment collection, patient balances, and documentation accuracy
• Monitor front office performance and identify opportunities to improve efficiency, patient satisfaction, retention, and clinic profitability
• Maintain accurate patient records and ensure documents, forms, laboratory results, and other information are scanned, uploaded, and organized in the electronic medical record
• Coordinate with clinical staff and providers to support smooth patient transitions, referrals, laboratory processes, and follow-up communication
• Manage inventory and supplies, including ordering, receiving, tracking, and maintaining appropriate levels of clinical and office materials
• Support compliance and quality standards related to HIPAA, patient privacy, occupational safety, infection control, documentation, and clinic policies
• Assist with staff onboarding and training, including office procedures, scheduling systems, patient communication, payment processes, and practice protocols
• Track operational metrics such as appointment volume, conversion, retention, collections, patient feedback, and referral activity
• Support marketing and business development initiatives, including patient outreach, local partnerships, events, and promotions
• Perform other administrative and operational duties as needed to support clinic success

Benefits

• Training on Medi-Weightloss programs, patient experience standards, operational procedures, and practice systems
• Professional development and opportunities to grow with an expanding organization
• Competitive compensation based on experience and qualifications

What This Job Offers

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