Physician Office Manager

Kassouf Healthcare Solutions•Dothan, AL

3d•Onsite

About The Position

The Physician Office Manager is responsible for the daily operations, financial performance, regulatory compliance, and staff leadership of a specialty physician practice with approximately 20 employees. The role partners with physician specialists to support efficient, high-quality, patient-centered care and smooth clinic operations. It oversees clinic flow, billing and coding, high-cost injectable medications, and a positive, accountable work environment, and serves as the primary liaison among physicians, staff, patients, vendors, and management. The position oversees clinic operations and staffing, revenue cycle and medication inventory management, compliance and risk management, patient experience, and physician support. Work is performed primarily in a medical office or clinic, with exposure to patients, bodily fluids, and medications. The role may require extended hours, early mornings, occasional evenings, and occasional local travel.

Requirements

Bachelor's degree in Healthcare Administration, Business Administration, or a related field, or an equivalent combination of education and experience.
At least 5 years of medical practice management or healthcare operations experience, including at least 3 years in a supervisory role.
Strong leadership, coaching, and conflict-resolution skills and ability to build an accountable, collaborative team.
Solid understanding of medical billing, coding, prior authorizations, and insurance reimbursement, including Medicare and Medicare Advantage.
Proficiency with EHR and practice management systems, Microsoft Office (Word, Excel, Outlook, Teams), and payroll/timekeeping platforms such as ADP.
Knowledge of HIPAA, OSHA, and healthcare employment regulations.
Excellent verbal and written communication skills with physicians, staff, patients, and vendors.
Strong organizational, analytical, and problem-solving skills with high attention to detail.
Ability to manage multiple priorities in a fast-paced, high-volume specialty clinic environment.
Professional demeanor and commitment to confidentiality and ethical conduct.
Ability to sit, stand, and walk for extended periods and move throughout the clinic.
Ability to lift and carry up to 25 pounds occasionally.
Regular use of computers, phones, and standard office equipment.
Flexibility to work extended hours, early mornings, or occasional evenings as clinic needs require; occasional local travel may be required.

Nice To Haves

Experience in ophthalmology or a retina specialty practice.
Working knowledge of buy-and-bill processes for injectable medications and ophthalmic coding.
Certified Ophthalmic Executive (COE), Certified Medical Manager (CMM), or Certified Medical Practice Executive (CMPE) credential.

Responsibilities

Oversee daily clinic operations, including scheduling, check-in/check-out, patient flow, provider templates, injection clinic days, imaging workflows, and in-office procedures.
Coordinate surgical scheduling with hospitals and ambulatory surgery centers, including pre-operative and post-operative appointment planning.
Develop, implement, and enforce standard operating procedures and office policies.
Manage ophthalmic equipment maintenance, service contracts, calibration, vendor relationships, purchasing, and supply inventory within approved budgets.
Ensure the facility is clean, safe, and well maintained, coordinating with building management as needed.
Supervise a team of approximately 20 front desk/patient service representatives, ophthalmic technicians, imaging technicians, scribes, billing staff, and surgical coordinators.
Recruit, interview, hire, and onboard staff in coordination with Human Resources as needed.
Develop staff schedules; approve timecards; monitor overtime; and manage PTO requests and attendance in accordance with company policy.
Conduct 30-60-90 day reviews, annual performance evaluations, coaching, and corrective action in partnership with HR.
Provide and track ongoing training, cross-training, and competency validation; hold regular staff meetings.
Monitor key performance indicators including patient volume, collections, accounts receivable days, no-show rates, and injection volume.
Oversee the revenue cycle, including insurance verification, prior authorizations, charge entry, claims submission, payment posting, denial management, and accounts receivable follow-up.
Ensure accurate coding and documentation of ophthalmology services, procedures, and injectable drugs, including CPT, ICD-10, HCPCS/J-codes, and modifiers.
Manage buy-and-bill processes for high-cost anti-VEGF and other intravitreal medications, including ordering, reconciliation, and reimbursement tracking.
Coordinate patient assistance, copay foundation, and manufacturer support programs.
Review payer contracts, fee schedules, and reimbursement trends, and recommend improvements to maximize revenue.
Oversee daily cash reconciliation, deposits, and petty cash in accordance with financial controls.
Maintain medication inventory records, lot tracking, expiration monitoring, appropriate storage, and temperature logs; reconcile inventory against administered and billed units.
Maintain relationships with specialty pharmacies, distributors, and pharmaceutical representatives.
Ensure compliance with HIPAA, OSHA, CLIA if applicable, Medicare/Medicaid regulations, and state and federal employment laws; maintain required physician and practice licenses.
Oversee infection control, sterile technique, and safety protocols for injection and procedure areas.
Coordinate internal audits of documentation and coding and implement corrective action plans.
Address patient incidents and complaints promptly and professionally, document outcomes, and protect confidential information.
Promote a courteous, compassionate, patient-centered culture, monitor patient satisfaction, resolve escalated concerns, and implement service improvements.
Serve as the primary operational point of contact for retina specialists and support provider schedules, templates, and clinic needs.
Manage referral relationships and communication with referring optometrists and ophthalmologists.
Support EHR and practice management system use, reporting, and workflow optimization in coordination with IT.
Perform other duties as assigned.