Medical Practice Office Manager

The Practice Office Manager supports the daily administrative and operational functions of a busy surgical group. This role assists the Office Manager and Physicians in maintaining a smooth office workflow, ensuring excellent patient service, supporting compliance activities, and helping with general operational duties.

This position does not supervise staff but provides coordination, administrative support, and communication across departments to help keep practice operations efficient and organized.

Key Responsibilities:

Operations & Workflow

Assist the Accounting team and Physicians to support surgical case flow, scheduling, and resource allocation to optimize productivity

Maintain operational procedures, policies, and SOPs

Manage vendor relationships, inventory ordering, and office purchasing

Supervise and help manage all other non-clinical duties as assigned

Print postage and process mail accordingly

Human Resources & People Operations

Assist HR with onboarding, offboarding, and new-hire paperwork

Approve employee timecards and schedules in the timekeeping system

Work with the Accounting department regarding the Bookkeeper to support payroll processing (payroll experience is a plus).

Manage employee schedules, PTO, and sick time tracking, as well as coverage planning and staffing levels.

Provide coaching and performance feedback to administrative team members

Finance & Revenue Cycle Support

Work with the accounting team on Bookkeeper to reconcile payments, cash logs, invoices, and vendor billing.

Manage employee mileage reimbursements and office-related expense reimbursements.

Partner with accounting regarding Bookkeeper and Physicians to manage financial obligations, including rent, buy-out payments, and LDP buy-outs

Compliance / Quality / Risk

Maintain confidentiality and ensure ongoing HIPAA compliance

Maintain survey readiness (AAAHC, Joint Commission, Medicare/CMS)

Support QAPI initiatives, safety processes, compliance checklists, and incident reporting

Prepare DME quarterly sales tax reports

Qualifications:

4+ years of medical office or surgical center operations leadership experience

Some knowledge of HR, including onboarding, benefits, and payroll/timekeeping support, will put you at the top of the list.

Strong understanding of insurance, prior authorizations, billing workflows, and revenue cycle fundamentals

Knowledge of HIPAA, Medicare/CMS requirements, and ASC compliance standards

Excellent communication, leadership, prioritization, and problem-solving skills

Experience with HR systems and ERP platforms is a plus

Proficiency in Microsoft Office

Team-oriented, strong leadership presence, and comfortable wearing scrubs

Experience with Accounting and HR systems, or the ability to learn them quickly.

Physical Requirements:

Ability to sit, stand, walk, and move between clinical and administrative areas throughout the day

Ability to lift up to 20 pounds occasionally (files, supplies, office materials)