Manager, Office (31880)

GI Alliance; Manassas (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

GI Alliance in Manassas, VA seeks an Office Manager to lead clinic operations and staff, ensuring quality patient experiences while coordinating scheduling and administrative functions.

The role emphasizes leadership, organization, and multitasking in a medical practice setting, with responsibilities spanning front desk, scheduling, inventory, regulatory compliance, and staff development.

Qualifications

• Education: High school diploma or GED; Associates or Bachelor's degree preferred.
• Experience: 3 years of supervision (preferred); 2 years medical supervision and 2 years medical records (preferred).

Responsibilities

• Develop and implement operational policies and procedures to ensure the smooth functioning of the Clinic.
• Supervise and coordinate the activities of clinical and non-clinical staff.
• Monitor and manage the scheduling of visits and other patient procedures.
• Ensure that equipment and supplies are maintained, and that there is an adequate inventory.
• Recruit, hire, and train staff, and oversee their performance evaluations.
• Foster a positive and collaborative work environment.
• Provide leadership and professional development opportunities for staff.
• Coach and train clinical and clerical staff in their roles to ensure proper completion of job function and development of skills
• Maintain efficient patient flow
• Front Desk Operations – Ensure that patients are checked in and greeted properly by staff
• Check-Out – Make certain proper procedures for follow up are adhered to
• Ensure patients are routed to correct providers in a timely fashion
• Coordinate with front desk and providers to create efficiency in patient flow
• Manage timesheets for staff and ensure proper logging of time worked and schedule adherence
• Ensure staff completes all office opening and closing procedures
• Provide exceptional customer service, in person and on the phone
• Clinical Supplies – Ensure essential supplies are replenished and maintained at appropriate levels
• General Office Supplies – Monitor and order as needed any supplies needed for daily operations
• Stay up-to-date with all federal, state, and local regulations and accreditation standards related to clinic.
• Ensure the clinic’s compliance with all regulatory requirements and standards, including those related to patient safety and infection control.
• Prepare for and participate in inspections and surveys by regulatory agencies.
• Implement and oversee quality assurance and improvement programs.
• Ensure that patient care is delivered at the highest standards, with a focus on safety and patient satisfaction.
• Address patient complaints and concerns in a timely and appropriate manner

Skills

Staff supervision

Customer service

Scheduling

Operations management

Multitasking

Regulatory compliance

Education

High school diploma

Associates or Bachelor's degree preferred

Job description

Job Title: Office Manager
Department: Operations
Immediate Supervisor Title: Chief Operating Officer
Job Supervisory Responsibilities: Clinic
General Summary: We are looking for a passionate, engaged, Office Manager who is career oriented to work in a growing Medical Practice. The Office Manager’s responsibilities include overseeing office operations, managing staff, and ensuring a quality patient experience for everyone we provide care for. An ideal candidate is a self-starter who is comfortable in a leadership role, has excellent organizational skills, and has a strong ability to multitask.

Job Responsibilities

• Develop and implement operational policies and procedures to ensure the smooth functioning of the Clinic.
• Supervise and coordinate the activities of clinical and non-clinical staff.
• Monitor and manage the scheduling of visits and other patient procedures.
• Ensure that equipment and supplies are maintained, and that there is an adequate inventory.

Staff Management And Development

• Recruit, hire, and train staff, and oversee their performance evaluations.
• Foster a positive and collaborative work environment.
• Provide leadership and professional development opportunities for staff.
• Coach and train clinical and clerical staff in their roles to ensure proper completion of job function and development of skills

Front Desk / Check-out Coverage

• Maintain efficient patient flow
• Front Desk Operations – Ensure that patients are checked in and greeted properly by staff
• Check-Out – Make certain proper procedures for follow up are adhered to

Patient / Doctor Scheduling

• Ensure patients are routed to correct providers in a timely fashion
• Coordinate with front desk and providers to create efficiency in patient flow

Employee Scheduling

• Manage timesheets for staff and ensure proper logging of time worked and schedule adherence

Opening and Closing Office

• Ensure staff completes all office opening and closing procedures

Customer Service

• Patient Inquiries – Address any patient questions that may arise as it comes to billing or terms of care
• Support staff in communicating practice policy to patients
• Provide exceptional customer service, in person and on the phone

Inventory Management

• Clinical Supplies – Ensure essential supplies are replenished and maintained at appropriate levels
• General Office Supplies – Monitor and order as needed any supplies needed for daily operations

Regulatory Compliance

• Stay up-to-date with all federal, state, and local regulations and accreditation standards related to clinic.
• Ensure the clinic’s compliance with all regulatory requirements and standards, including those related to patient safety and infection control.
• Prepare for and participate in inspections and surveys by regulatory agencies.

Quality Assurance And Patient Care

• Implement and oversee quality assurance and improvement programs.
• Ensure that patient care is delivered at the highest standards, with a focus on safety and patient satisfaction.
• Address patient complaints and concerns in a timely and appropriate manner.

Other duties as assigned.
Education: High school diploma or general equivalency diploma (GED). Associates or Bachelor's degree preferred.

Experience

• Supervision: 3 years (Preferred)
• Medical supervision: 2 years (Preferred)
• Medical records: 2 years (Preferred)

Work Environment: Work performed in an office environment. Involves frequent contact with staff and patients.
Mental/Physical Requirements: Manual dexterity for office machine operation including computer and clinical equipment; stooping, bending to handle patient’s mobility to complete errands or deliveries, or sitting or standing for extended periods of time. Stress can be triggered by multiple staff demands and deadlines.