Medical Office Manager

ChenMed LLC; Milwaukee (WI); On-site; USD 60,000 - 80,000; Full time

Job summary

ChenMed LLC is seeking a Care Facilitator Supervisor to lead front desk operations in a growing healthcare environment. This role involves supervising staff, ensuring quality patient experiences, and maintaining operational excellence. Ideal candidates should have leadership experience and a strong commitment to patient care.

Qualifications

• Minimum 3 years’ experience in healthcare required.
• Leadership experience in a medical facility preferred.
• Strong knowledge of medical insurance.

Responsibilities

• Leads a team of Care Facilitators and front desk staff.
• Ensures adherence to patient flow metrics.
• Acts as the first contact for escalated patient issues.

Skills

Decision-making

Problem-solving

Leadership

Effective communication

Organizational skills

Business acumen

Education

High school diploma or GED

Leadership experience in a medical facility

BLS certification (desired)

Tools

Microsoft Office

EMR systems

Job description

We’re changing lives every day. For both our patients and our team members. Are you innovative and entrepreneurial minded? Is your work ethic and ambition off the charts? Do you inspire others with your kindness and joy?

We’re different than most primary care providers. We’re rapidly expanding and we need great people to join our team.

The Care Facilitator Supervisor, functioning under the supervision and guidance of the Center Operations Director and/or Clinical Dyad leader, is responsible for organizing and directing the work of the front desk staff, coordinating staff activities and schedules to ensure effective patient care services are provided, and ensuring quality standards are met. Trains, guides and supports Care Facilitators to ensure organizational front desk standards are met and that they have the tools and resources they need to effectively perform their duties. Leads front office center operations including, quality, compliance, human resources, patient experience, and direct supervision of employees. Leads the VIP customer experience from center entry to exit by ensuring our patients and their family members have a pleasant and memorable experience every visit and with every interaction. Establishes and maintains strong professional relationships with internal work partners and external customers; and through strict adherence of established center guidelines and standards provides the best solutions and options for our patients in support of the overall center experience.

ESSENTIAL JOB DUTIES/RESPONSIBILITIES:

• Leads a team of Care Facilitators and other front desk staff. Supervisory tasks include setting performance goals, developing talent, and implementing improvements.

Engagement and Development:

• Instills ChenMed values and behaviors.
• Builds a strong culture and engagement.
• Promotes team member retention.
• Provides clear onboarding expectations.
• Supports team development through coaching and leadership rounding.

Operational Excellence:

• Follows the Center Playbook procedures and core model.
• Ensures adherence to patient flow metrics and efficiencies.
• Maintains focus on patient retention and customer experience.

Scheduling Optimization:

• Adheres to scheduling templates and ensures all patients are scheduled.
• Schedules high-risk patients bi-weekly and follows up on discharge patients.

• Provides resources and priorities to staff for daily success.
• Participates in hiring and selection of staff.
• Ensures OSHA, clinical, and quality standards are met.

• Acts as first contact for escalated patient issues.

• Supports PCP scheduling and manages scheduling gaps.
• Reviews ENS notifications and medical release forms for accuracy.
• Monitors phone messages and ensures follow-up.
• Troubleshoots Dashboard, phone, and computer issues.
• Orders supplies to maintain the center.

Other responsibilities:

• Fills in for Care Facilitators as needed.
• Supports VIP patient experience and new patient onboarding.
• Performs additional duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong business acumen and operational knowledge.
• Understanding of regulatory standards and laws.
• Excellent decision-making and problem-solving skills.
• Strong organizational and leadership skills.
• Knowledge of medical insurance and EMR systems.
• Proficient in Microsoft Office and basic IT systems.
• Effective communication and interpersonal skills.
• Ability to travel up to 10%.
• Fluent in English, both spoken and written.

EDUCATION AND EXPERIENCE CRITERIA:

• High school diploma or GED required.
• Leadership experience in a medical facility preferred.
• Minimum 3 years’ experience in healthcare required.
• BLS certification desired.

We’re ChenMed and we’re transforming healthcare for seniors and changing America’s healthcare for the better. Family-owned and physician-led, our unique approach allows us to improve the health and well-being of the populations we serve. We’re growing rapidly as we seek to rescue more seniors from inadequate health care.

ChenMed is changing lives for the people we serve and the people we hire. With great compensation, benefits, career growth, and work-life balance, our employees make a difference every day.

Current Employee apply HERE

Current Contingent Worker please see job aid HERE to apply

About Us

Who We Are
ChenMed is a family-owned, family-oriented organization committed to bringing superior health care to moderate-to-low-income seniors.

Our vision
To positively change American healthcare through primary care innovation for the neediest populations.

Our mission
To provide a patient-centered environment that fosters relationships between doctors, staff, and patients, delivering superior outcomes and a compassionate experience. We aim to create a healthcare system tailored to our patients' needs through dedicated doctors, a supportive team, and innovative technology, achieving value through scalability, resourcefulness, and accountability.

Our patient promise
You are the reason we are here. Your health and well-being are our focus. We will care for you like family, in good times and bad.