Office Manager

KidMed-posted 6 days ago
Full-time • Manager
Midlothian, VA
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The Office Manager is responsible for overseeing clinic operations to ensure exceptional patient experiences, operational efficiency, and strong financial performance. This role provides leadership and direction to staff, supports professional development, and upholds a culture of excellence and patient-centered care. The Office Manager is accountable for patient satisfaction, compliance with KidMed standards, and the effective management of clinic resources.

  • Partner with HR and the Operations Director to maintain target staffing levels through continuous monitoring and weekly reconciliation of staff-to-position control; proactively anticipate hiring needs, including coverage for leaves of absence or potential turnover.
  • Engage with HR to successfully execute full-cycle recruitment. Lead onboarding and training of new team members.
  • Conduct daily huddles to align staff with organizational priorities, share updates, and foster engagement through recognition initiatives (e.g., highlights from patient reviews, shout-outs from peers, community awards, etc.).
  • Facilitate regular staff meetings to communicate updates, reinforce organizational values, and promote team engagement (e.g., recognition programs, company-wide initiatives).
  • Foster a positive, patient-centered culture through structured engagement strategies, recognition tools, and consistent communication.
  • Provide timely coaching and feedback to address performance concerns and workplace issues; manage documentation and disciplinary processes in partnership with HR.
  • Conduct structured performance evaluations for new hires at 30, 60, and 90 days, incorporating input from relevant team leads.
  • Participate in administrative on-call coverage, including weekends, as assigned.
  • Monitor operating expenses and financial performance against budget targets; implement corrective actions as necessary.
  • Manage clinical and administrative scheduling to ensure adequate staffing, even-handed distribution of PTO, and equitable holiday coverage.
  • Utilize Amion for schedule management, including real-time adjustments for absences and patient volume fluctuations.
  • Ensure an optimal staff skill mix through training, development, and student placement oversight.
  • Oversee timekeeping, payroll approvals, and bonus tracking.
  • Review and approve reimbursements related to training and administrative expenses.
  • Serve as the escalation point for patient concerns, billing inquiries, and service-related disputes, ensuring timely resolution and appropriate documentation.
  • Maintain professional communication with external partners, including pediatricians, hospitals, and emergency services.
  • Oversee patient records management, ensuring compliance with disclosure requirements and resolution of record integrity issues (e.g., duplicate charts).
  • Manage patient payment reversals and ensure accurate entry of financial data.
  • Monitor facility operations, addressing maintenance and security needs promptly.
  • Oversee mail, faxes, and other correspondence, including the resolution of returned mail with potential clinical or financial implications.
  • Manage cash and credit card processing, ensuring accurate reconciliation and deposit procedures.
  • Monitor and manage the shared clinic email inbox. Distribute inquiries appropriately and follow through with relevant parties to ensure appropriate closure of items relevant to the clinic.
  • Ensure accuracy of clinic documentation and electronic records (e.g., waiting room clearance, invoice scanning).
  • Demonstrated leadership experience in a healthcare or clinical operations environment strongly preferred.
  • Exceptional communication, organizational, and problem-solving skills.
  • Strong knowledge of medical office operations, employee scheduling platforms, electronic medical record (EMR), and Practice Management (PM) systems.
  • Ability to cultivate a collaborative, high-performance, patient-focused work environment.
  • Familiarity with payroll systems, HR policies, and basic financial management practices.
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