Office Manager-Sycuan Health Center

Syucan • El Cajon, CA

1d

About The Position

Office Manager- Sycuan Health Center Job Purpose: The Office Manager supports the mission of the Sycuan Health Center by overseeing daily administrative operations for both the Medical and Dental Departments. This position ensures that front office services are delivered in a culturally respectful, patient centered manner that reflects the values of the Sycuan Tribe and supports the health and wellness of the community. The Office Manager supervises the Front Reception team, coordinates patient flow, oversees insurance verification processes, and ensures compliance with Tribal, federal, and state regulations. This role is essential in maintaining efficient clinic operations and strengthening the patient experience for Tribal members and the broader community. Job Duties and Responsibilities: (Note: Duties and responsibilities may be added, deleted, or changed at the sole discretion of Sycuan Management at any time) Front Office Operations Oversees daily front desk operations for Medical and Dental services. Ensures culturally respectful and welcoming interactions with all patients, families, and visitors. Provides oversight of the Call Center interface, ensuring accurate scheduling, timely call response, and consistent communication between Call Center staff and clinic departments. Maintains consistent processes for patient check in, check out, scheduling, and communication. Monitors patient flow and adjusts staffing or processes to support timely access to care. Ensures reception areas reflect Tribal values, confidentiality, and professionalism. Workflow & Process Improvement Evaluates administrative workflows and identifies opportunities to improve efficiency and patient experience. Oversees and refines patient scheduling workflows to align with clinic capacity and provider availability. Manages and improves patient registration, appointment scheduling, and check in/check out workflows. Oversees the patient portal and all portal related interfaces to support accurate information flow and timely communication. Coordinates provider schedules and optimizes patient flow across service lines to reduce bottlenecks and enhance care coordination. Develops and implements standardized procedures across Medical and Dental front office operations. Collaborates with Medical and Dental leadership to align administrative processes with clinical needs and Tribal priorities. Supports quality improvement initiatives and participates in accreditation or compliance activities. Insurance Verification & Revenue Cycle Support Oversees insurance verification for all patients, including Tribal members, non members, and contract health eligible individuals. Ensures accurate verification of eligibility, benefits, authorizations, and referrals. Works closely with billing and Purchased/Referred Care (PRC/CHS) staff to resolve discrepancies or documentation issues. Trains front office staff on insurance requirements, Tribal programs, and third party billing processes. Staff Supervision & Development Supervises, trains, and evaluates front office staff for both Medical and Dental departments. Manages onboarding, training, and scheduling for all front office personnel to ensure consistent coverage and high-quality service. Supports cross-training and staff development initiatives to strengthen team capacity and ensure operational flexibility across departments Assists with recruitment, onboarding, and performance evaluations in accordance with Tribal HR policies. Develops staff schedules to ensure adequate coverage and continuity of services. Facilitates regular team meetings to communicate updates, address challenges, and reinforce Tribal values and expectations. Patient Relations & Cultural Sensitivity Serves as a point of contact for patient concerns related to front office operations. Ensures all interactions uphold Tribal cultural values, confidentiality, and respect. Supports communication between patients, providers, and support staff to enhance care coordination. Promotes a trauma informed, culturally safe environment for all community members. Administrative & Compliance Responsibilities Ensures compliance with Tribal policies, HIPAA, IHS guidelines, and applicable federal and state regulations. Assists with data collection, reporting, and quality improvement efforts. Coordinates supply ordering and inventory for front office operations. Supports Medical and Dental Directors with administrative tasks and special projects. Facilitates communication between clinical, administrative, finance, and referral teams to ensure alignment of workflows and operational efficiency.

Requirements

• Minimum three (3) years of experience in a medical or dental clinic setting, preferably within Tribal Health or IHS.
• Prior supervisory or lead experience
• Strong leadership, communication, and interpersonal skills
• Ability to work effectively with Tribal members, families, and community partners
• Proficiency with EHR systems (Medical and Dental), scheduling software, and insurance portals
• Strong organizational and problem-solving abilities
• Understanding of Tribal sovereignty, Indian Preference, and culturally responsive care

Nice To Haves

• Bachelor’s degree or Master’s degree in Organizational Development or a related field
• Experience with insurance verification, and front office operations

Responsibilities

• Oversees daily front desk operations for Medical and Dental services.
• Ensures culturally respectful and welcoming interactions with all patients, families, and visitors.
• Provides oversight of the Call Center interface, ensuring accurate scheduling, timely call response, and consistent communication between Call Center staff and clinic departments.
• Maintains consistent processes for patient check in, check out, scheduling, and communication.
• Monitors patient flow and adjusts staffing or processes to support timely access to care.
• Ensures reception areas reflect Tribal values, confidentiality, and professionalism.
• Evaluates administrative workflows and identifies opportunities to improve efficiency and patient experience.
• Oversees and refines patient scheduling workflows to align with clinic capacity and provider availability.
• Manages and improves patient registration, appointment scheduling, and check in/check out workflows.
• Oversees the patient portal and all portal related interfaces to support accurate information flow and timely communication.
• Coordinates provider schedules and optimizes patient flow across service lines to reduce bottlenecks and enhance care coordination.
• Develops and implements standardized procedures across Medical and Dental front office operations.
• Collaborates with Medical and Dental leadership to align administrative processes with clinical needs and Tribal priorities.
• Supports quality improvement initiatives and participates in accreditation or compliance activities.
• Oversees insurance verification for all patients, including Tribal members, non members, and contract health eligible individuals.
• Ensures accurate verification of eligibility, benefits, authorizations, and referrals.
• Works closely with billing and Purchased/Referred Care (PRC/CHS) staff to resolve discrepancies or documentation issues.
• Trains front office staff on insurance requirements, Tribal programs, and third party billing processes.
• Supervises, trains, and evaluates front office staff for both Medical and Dental departments.
• Manages onboarding, training, and scheduling for all front office personnel to ensure consistent coverage and high-quality service.
• Supports cross-training and staff development initiatives to strengthen team capacity and ensure operational flexibility across departments
• Assists with recruitment, onboarding, and performance evaluations in accordance with Tribal HR policies.
• Develops staff schedules to ensure adequate coverage and continuity of services.
• Facilitates regular team meetings to communicate updates, address challenges, and reinforce Tribal values and expectations.
• Serves as a point of contact for patient concerns related to front office operations.
• Ensures all interactions uphold Tribal cultural values, confidentiality, and respect.
• Supports communication between patients, providers, and support staff to enhance care coordination.
• Promotes a trauma informed, culturally safe environment for all community members.
• Ensures compliance with Tribal policies, HIPAA, IHS guidelines, and applicable federal and state regulations.
• Assists with data collection, reporting, and quality improvement efforts.
• Coordinates supply ordering and inventory for front office operations.
• Supports Medical and Dental Directors with administrative tasks and special projects.
• Facilitates communication between clinical, administrative, finance, and referral teams to ensure alignment of workflows and operational efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager