Clinical Office Manager

VIPcare; Daytona Beach (FL); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, vision

401k with employer match

Paid time off

Paid holidays

Job summary

VIPcare is seeking an experienced Office Manager to lead clinical operations and support physicians in daily office activities. The role focuses on geriatric patient care, policy adherence, and delivering 5-star service.

You will manage a care team of medical assistants and receptionists, coordinate payroll and performance, and drive efficiency in both front and back-office operations while ensuring excellent patient experience and training for new staff.

Qualifications

• Minimum 4–5 years of Medical Assisting experience (location dependent).
• Minimum 1 year of leadership experience.
• CPR Certification preferred.
• Commitment to patient care and confidentiality.
• Strong written and verbal communication skills.
• Ability to read and write medical terminology.
• Knowledge of medical coding.
• Knowledge of HIPAA.
• Familiarity with OSHA/Biohazard guidelines.
• Basic computer skills with electronic medical records familiarity.

Responsibilities

• Oversee clinic performance and KPIs (HEDIS, ER utilization, etc.).
• Manage a team of clinic staff (payroll, PTO, hours, performance).
• Coordinate with providers to ensure patient quality of care.
• Assist with scheduling and clinical duties for providers.
• Lead daily clinic huddles and proactive outreach.
• Ensure efficient front-office and back-office operations.
• Provide excellent customer service to patients and staff.
• Onboard new team members per policy and training.
• Ensure accurate handling of supplies, invoices, records, and medication management.
• Inform management of policy improvements and workflow optimizations.
• Participate in team meetings and communicate updates to physicians.
• Maintain calendars, spreadsheets, and whiteboards; ensure accuracy.
• Assist with credentialing, hospital portal access, state licenses, and memberships.
• Ensure compliance with Medicare Advantage, HIPAA, and labor laws.
• Additional duties as assigned.

Skills

Leadership experience

Communication skills

Medical terminology reading/writing

Google Suite

Microsoft Office

Team coordination

Patient care confidentiality

Education

Bachelor's in Healthcare Administration

Medical Assistant Certification

Tools

Electronic Medical Records (EMR)

Google Workspace

Microsoft Office

Job description

Overview

Our purpose is Better Health. Specializing in primary care for patients 65+ is our passion.

Responsibilities

Position Objective:

The Office Manager is an operational and clinical role and is responsible for providing 5 Star Service in assisting physicians in the management of healthcare daily office operations and treatment of geriatric patients following established standards and practices. The incumbent will report to the Regional Manager (or similar role) and will manage a care team of medical assistants and/or receptionists (generally 3-7 members).

Responsibilities:

• Oversee, monitor, and improve clinic performance and other key performance indicators, including HEDIS, admission management, ER utilization, patients not seen, etc.
• Manage a team of clinic staff, including coordinating payroll, PTO, hour management, and performance of team members
• Communicate with providers to ensure patient quality of care
• Assists with scheduling, administrative, and clinical duties for providers (mid-levels and physicians)
• Lead daily clinic huddles and assign proactive outreach call efforts to other team members
• Manage office operations and performance to ensure that front-office and back-office care teams operate in an efficient, accurate, and patient-focused manner
• Provide extraordinary customer service to all internal and external customers (including patients, other team members, and other departments)
• Ensure new team members are onboarded and receive proper training using Better Health Group policies and procedures
• Ensure the accuracy of all incoming and outgoing information, including supplies, invoices, referral requests, patient records, and medication management
• Inform management about current office trends, recommend new policies, or facilitate improvements to current policies and workflows
• Participate in required team meetings and communicate updates and changes to physicians and staff
• Ensure team calendar, spreadsheets, and whiteboards are current and accurate
• Assist providers with obtaining and maintaining credentialing, hospital portal access, state licenses, and professional memberships
• Ensure compliance with Medicare Advantage Plans, HIPAA, and labor laws and is responsible for reporting any suspected breaches or compliance issues to the appropriate internal contact
• Additional duties as assigned

Position Requirements/ Skills

• At least 4 - 5 years of Medical Assisting experience, preferred (dependant on clinic location and team dynamics)
• Minimum of 1 year of leadership experience
• CPR Certified preferred
• Commitment to patient care and confidentiality
• Strong oral and written communication skills
• Ability to accurately read and write medical terminology
• Knowledge of medical coding
• Knowledge of HIPAA
• Knowledge and understanding of OSHA and Biohazard guidelines
• Basic computer skills, including familiarity with electronic medical records
• Proficient with Google Suite (Drive, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint) for real-time collaboration

Preferred Qualifications

• Bachelor's Degree in healthcare administration or related field preferred
• Medical Assistant Certified, preferred
• Prior medical assisting experience strongly preferred
• Has clinical working knowledge and the ability to perform clinical duties to include the following: take vital signs, review medications, administer injections, dispense medications, irrigate eyes and ears, dress and bandage the wound and incision, draw blood and assist physician with any/all procedures

Physical Requirements

• Full range of body motion, including handling and transferring patients, manual and finger dexterity; including eye-hand coordination
• Requires standing, walking, pushing, bending, kneeling, and reaching at arm’s length and overhead in a clinic for prolonged periods of time
• Requires ability to sit or stand for prolonged periods of time

• Must be able to lift and move patients and medical equipment as needed

• Requires ability to lift/carry up to 15 lbs
• Requires corrected vision and hearing to normal range
• Ability to sit for extended periods of time
• Ability to operate a motor vehicle and have own means of transportation

Key Attributes/ Skills

• Has a contagious and positive work ethic, inspires others, and models the behaviors of core values and guiding principles
• An effective team player who contributes valuable ideas and feedback and can be counted on to meet commitments
• Is able to work within our Better Health environment by facing tasks and challenges with energy and passion
• Pursues activities with focus and drive, defines work in terms of success, and can be counted on to complete goals
• Demonstrated ability to handle data with confidentiality
• Ability to work cross-functionally with multiple teams; ability to work independently with minimal supervision
• Excellent organizational, time-management, and multi-tasking skills with strong attention to detail
• Excellent written and verbal communication skills; must be comfortable communicating with providers, vendors, staff members, and health plans
• Strong interpersonal and presentation skills
• Strong critical thinking and problem-solving skills
• Must be results-oriented with a focus on quality execution and delivery
• Appreciation of cultural diversity and sensitivity toward target patient populations

Compensation & Benefits

We offer a highly competitive compensation and comprehensive benefits package:

• Competitive base salary
• Medical, dental, vision, disability and life
• 401k, with employer match
• Paid time off
• Paid holidays

Pay Range

USD $55,000.00 - USD $65,000.00 /Yr.