Office Manager

Marshall Lifestyle Medicine•Prospect, KY

10h•Onsite

About The Position

Marshall Medical Group is seeking a highly organized, professional, and motivated Office Manager to lead the day-to-day operations of our Prospect, Norton Commons location. The Office Manager is responsible for ensuring the location operates efficiently, consistently, and in alignment with Marshall Medical Group standards. This role serves as the primary operational leader of the office and works closely with providers, clinical staff, leadership, and other Marshall locations. The ideal candidate is a strong communicator who takes ownership, follows through, leads by example, solves problems proactively, and creates an exceptional experience for both patients and team members.

Requirements

Previous medical office, healthcare administration, or office management experience strongly preferred
Previous leadership or supervisory experience preferred
Strong organizational and time-management skills
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced environment
Strong problem-solving and decision-making abilities
Comfortable holding team members accountable while maintaining professionalism
Proficient with electronic medical records, scheduling systems, email, and general office technology
Ability to maintain confidentiality and exercise sound judgment
Dependable, punctual, and professional
Ability to work collaboratively with providers, clinical staff, leadership, and patients

Nice To Haves

Accountable – takes ownership and follows through
Organized – maintains control of daily operations and priorities
Proactive – identifies needs before being asked
Professional – communicates calmly and appropriately
Patient-focused – prioritizes an exceptional patient experience
Detail-oriented – notices gaps and ensures tasks are completed correctly
Adaptable – handles change and shifting priorities effectively
Solution-oriented – brings solutions, not just problems
Collaborative – works well with clinical and administrative teams
Consistent – ensures Marshall standards are followed every day

Responsibilities

Oversee the daily operations of the Prospect location
Ensure the office opens, operates, and closes according to Marshall Medical Group standards
Maintain an organized, professional, and patient-ready environment
Identify operational problems and resolve or escalate them promptly
Ensure established policies, workflows, and standard operating procedures are consistently followed
Communicate important operational changes and updates to the team
Maintain accountability for assigned location tasks and deadlines
Serve as the primary day-to-day leader for administrative staff at the location
Provide clear expectations, direction, and support to team members
Monitor attendance, punctuality, professionalism, and overall job performance
Assist with onboarding and training new employees
Ensure staff understand their roles and daily responsibilities
Address performance concerns promptly and professionally
Encourage teamwork and collaboration between administrative, clinical, and provider teams
Participate in staff meetings, leadership meetings, and employee development discussions
Ensure every patient receives a professional, welcoming, and personalized experience
Monitor patient flow and address delays or service concerns
Handle patient complaints or concerns professionally and escalate when appropriate
Ensure patient questions and messages receive timely follow-up
Maintain high standards for communication, confidentiality, and professionalism
Help create strong relationships between patients and the Marshall Medical Group team
Oversee front-desk operations and daily administrative workflow
Ensure patients are properly checked in and checked out
Monitor provider schedules for accuracy and efficiency
Assist with scheduling, rescheduling, cancellations, and appointment coordination
Ensure required fees and payments are collected according to company policy
Monitor no-shows, cancellations, and scheduling opportunities
Ensure demographic, insurance, membership, and patient information is accurately maintained
Support staff during periods of high patient volume or staffing shortages
Maintain awareness of the Prospect location's active membership roster
Assist with new member onboarding and membership-related questions
Support membership renewals and retention efforts
Ensure patients understand the services and benefits available through their membership
Identify patients approaching renewal and ensure appropriate follow-up occurs
Collaborate with Member Services and leadership regarding membership concerns or opportunities
Assist in creating an exceptional experience that encourages long-term membership retention
Ensure Prospect phone calls are answered promptly and professionally
Monitor location voicemails and ensure messages are addressed appropriately
Ensure patient calls and messages are routed to the correct team member
Monitor communication throughout the day to prevent unanswered or delayed patient requests
Ensure staff use appropriate communication channels and maintain professionalism
Work closely with providers and clinical staff to maintain efficient patient flow
Assist with administrative coordination related to labs, referrals, outside studies, records, and follow-up
Ensure administrative and clinical teams communicate effectively
Help resolve workflow issues that impact provider schedules or patient care
Support providers with operational needs while maintaining established policies and procedures
Ensure payments, charges, and applicable patient fees are collected and documented appropriately
Monitor for missed charges or unresolved patient balances
Assist leadership with financial or operational reports as requested
Monitor office supply needs and help maintain appropriate inventory
Help control unnecessary expenses and use resources responsibly
Follow company procedures related to purchasing, invoices, and office expenses
Maintain patient confidentiality and follow HIPAA requirements
Ensure employees follow Marshall Medical Group policies and procedures
Support compliance with applicable healthcare, employment, and safety standards
Ensure required documentation and operational checklists are completed
Maintain a clean, safe, organized, and professional workplace
Identify issues before they become larger problems and take ownership of finding a resolution.