Office Manager

VIPcare•Panama City, FL

About The Position

The Office Manager leads the day-to-day operations of an assigned medical practice, fostering a high-performing, patient-centered culture that delivers Five-Star Service. The role oversees clinical and administrative operations, manages clinic staff, supports providers, and drives quality, service, financial, and patient-care outcomes in a Medicare Advantage, value-based care environment. The Office Manager is the clinic’s operational leader, responsible for efficient workflows, regulatory compliance, exceptional patient experiences, and organizational performance goals. The position reports to the Regional Practice Manager and typically supervises 3–7 team members. It partners with physicians and advanced practice providers, supports patient access and care coordination, and manages clinic administrative and financial operations. The role also ensures compliance with applicable healthcare requirements and maintains accurate clinical and operational documentation.

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 are 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, and multitasking skills with exceptional attention to detail.
Excellent verbal and written communication skills for communicating with patients, providers, health plans, vendors, leadership, and internal and external partners.
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.
Demonstrated 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 relationships across departments and work effectively with cross-functional teams.
Appreciation for cultural diversity 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 lift, carry, push, or move medical equipment and supplies weighing up to 15 pounds and assist with heavier patient transfers when appropriate.
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 consistently report to scheduled work locations and meetings.
Effective team player who contributes ideas and feedback and meets commitments.
Positive work ethic and ability to model core values and guiding principles, work with energy and passion, and complete goals.

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).
Strong leadership, interpersonal, coaching, and team-building skills, including the ability to motivate, develop, and hold team members accountable while fostering a collaborative, service-oriented culture.
Strong critical-thinking, analytical, decision-making, and problem-solving abilities.

Responsibilities

Lead day-to-day operations of the assigned medical practice and ensure efficient, patient-centered clinic operations.
Monitor, analyze, and improve operational and clinical metrics, including HEDIS measures, patient access, admission management, emergency room utilization, patients not seen, quality outcomes, patient satisfaction, and organizational KPIs.
Identify operational improvement opportunities and implement workflow enhancements to 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 while maintaining exceptional service standards.
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, 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 inventory, pharmaceutical inventory, invoices, referral processing, patient records, and medication management accurately.
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.