Office Manager

VIPcare•Panama City, FL

6d•$55,000 - $65,000

About The Position

The Office Manager leads the day-to-day operations of an assigned medical practice and fosters a high-performing, patient-centered culture focused on Five-Star Service. The role oversees clinical and administrative operations, manages clinic staff, supports providers, and drives operational excellence through quality, service, financial, and patient care outcomes. As the clinic’s operational leader, the Office Manager ensures efficient workflows, regulatory compliance, exceptional patient experiences, and achievement of organizational performance goals within a Medicare Advantage, value-based care environment. The position supervises clinic staff, coordinates staffing and provider workflows, manages administrative and financial processes, and monitors operational and clinical performance. It partners with physicians and advanced practice providers, supports patient access and care coordination, and maintains compliance with applicable healthcare standards and regulations. The role reports to the Regional Practice Manager.

Requirements

High school diploma or equivalent required.
At least 4 years of progressive experience in a healthcare environment, such as medical assisting, clinical operations, medical office administration, patient access, practice management, healthcare customer service, or referral coordination; equivalent combinations of clinical and healthcare operations experience will be considered.
Working knowledge of medical office operations, ambulatory care workflows, and clinical procedures, with the ability to provide clinical support when operationally necessary.
Working knowledge of common medications and disease processes affecting the patient population served.
Knowledge of HIPAA, OSHA, CLIA, infection prevention, medical coding principles, and other applicable healthcare regulations.
Experience using electronic medical records (EMRs).
Proficiency with Google Workspace, including Drive, Docs, Sheets, and Slides.
Excellent customer service skills and professional telephone etiquette.
Strong organizational, prioritization, time-management, multitasking, and attention-to-detail skills.
Excellent verbal and written communication skills for working with patients, providers, health plans, vendors, leadership, and other partners.
Strong leadership, interpersonal, coaching, and team-building skills, including the ability to motivate, develop, and hold team members accountable.
Strong critical thinking, analytical, decision-making, and problem-solving abilities.
Ability to maintain confidentiality and appropriately handle sensitive and protected information.
Ability to work independently while managing multiple priorities in a fast-paced clinical environment.
Commitment to exceptional patient care and a Five-Star patient experience.
Results-oriented focus on quality, operational excellence, accountability, and continuous improvement.
Ability to build positive cross-departmental relationships and work effectively with cross-functional teams.
Cultural awareness and sensitivity to the needs of Medicare and other patient populations served by VIPcare.
Ability to adapt to changing priorities while maintaining professionalism and a positive attitude.
Ability to perform physical activities required in a clinical environment, including assisting with patient positioning and transfers when necessary.
Ability to stand, walk, bend, kneel, reach, push, pull, and perform repetitive hand movements frequently throughout the workday.
Manual dexterity and fine motor skills sufficient to operate medical equipment, complete administrative tasks, and perform clinical duties when needed.
Ability to lift, carry, push, or move medical equipment and supplies weighing up to 15 pounds and assist with heavier patient transfers when appropriate.
Ability to sit or stand for extended periods based on operational needs.
Visual acuity and hearing, with or without reasonable accommodation, sufficient to safely perform essential job functions.
Ability to operate standard office equipment, computers, telephones, and clinical devices.
Ability to travel between clinic locations, attend meetings, and participate in training sessions as business needs require.
Reliable transportation to report consistently to scheduled work locations and meetings.

Nice To Haves

Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or a related field.
At least 1 year of leadership, supervisory, lead, or team coordinator experience in a physician practice, outpatient clinic, or other healthcare setting.
Experience leading multidisciplinary healthcare teams.
Experience in a Medicare Advantage or value-based care environment, including knowledge of HEDIS and quality initiatives.
Current CPR/BLS certification.
Certified Medical Assistant credential (CMA, RMA, CCMA, or NCMA).

Responsibilities

Lead day-to-day operations of the assigned medical practice to ensure efficient, patient-centered clinic operations.
Monitor, analyze, and improve operational and clinical performance metrics, including HEDIS measures, patient access, admission management, emergency room utilization, patients not seen, quality outcomes, patient satisfaction, and organizational KPIs.
Identify opportunities for operational improvement and implement workflow enhancements that improve quality, efficiency, and patient experience.
Track and report Medicare Advantage Star Ratings metrics, value-based care performance targets, and performance bonus program requirements.
Ensure front-office and back-office operations function efficiently and meet service standards.
Directly supervise clinic staff, including Medical Assistants, Receptionists, LPNs, and other assigned team members.
Manage staffing, scheduling, payroll approval, PTO, attendance, coaching, performance management, and employee development.
Recruit, onboard, train, mentor, and develop clinic team members in accordance with VIPcare standards.
Lead daily clinic huddles and coordinate daily staffing priorities.
Foster a collaborative, accountable, and patient-focused culture.
Partner with physicians and advanced practice providers to support efficient clinic operations and high-quality patient care.
Coordinate provider schedules and support administrative and clinical workflows.
Assist providers with credentialing, hospital access, professional licensing, payer enrollment, and related administrative activities.
Support patient access initiatives, care coordination, referrals, and proactive outreach activities.
Manage office supplies, medical and pharmaceutical inventory, invoices, referral processing, patient records, and medication management.
Maintain clinic calendars, communication boards, schedules, and operational tracking tools.
Communicate clinic performance, operational issues, and improvement recommendations to leadership.
Ensure compliance with Medicare Advantage requirements, HIPAA, OSHA, CLIA, infection prevention standards, and applicable employment laws.
Promote patient safety and promptly report suspected compliance, privacy, or safety concerns.
Maintain accurate clinical and operational documentation.
Participate in organizational meetings and communicate key updates to clinic staff.
Perform other duties as assigned.