Medical Office Manager

Valora Medical Group; Orlando (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

Valora Medical Group in Orlando is seeking a Medical Office Manager to oversee daily operations, budgeting, and staff records at our primary care facility. The role requires strong organizational skills and the ability to work under pressure to ensure steady workflows and uninterrupted service.

The ideal candidate has 4+ years of Medical Office Management experience, is bilingual in English and Spanish, and proficient with EMR systems such as eClinicalWorks and Microsoft Office 365.

Qualifications

• 4+ years experience as a Medical Office Manager (Primary Care is highly preferred)
• BS degree in Healthcarae Administration, Business or relevant field is preferred
• Certified Medical Assistant/Phlebotomist, or relevant experience, is required
• Bilingual in English/Spanish is required for this clinic location
• Proficient in using Electronic Medical Records (EMR)
• Experience in eClinicalWorks (eCW) is highly preferred
• Proficient in Microsoft Office 365 (Outlook, PowerPoint, Excel, Word)
• Knowledge of medical issues and terminology
• Excellent verbal and written communication
• Good judgment, analytical, and problem-solving skills

Responsibilities

• Oversee, lead, and manage clinical personnel within assigned medical center(s).
• Provide ongoing training to team members to ensure the highest quality of care is provided to patients, with a high focus on providing the best patient experience.
• Participate in the process of recruiting, interviewing, selecting, evaluating, coaching, and training new team members.
• Complete employee performance evaluations and meet with team members regularly to discuss performance and career path opportunities.
• Oversee onboarding of new patients, including initial outreach, new patient forms, the orientation of the healthcare facility, requests for medical records, and patient feedback.
• Manage patient flow along with the back-office staff.
• Ensure compliance with all licensing including local, State, and Federal regulatory agencies related to clinical services.
• Oversee morning clinical huddles and daily communications regarding patient care.

Skills

Bilingual English/Spanish

EMR

eClinicalWorks (eCW)

Microsoft Office 365

Education

BS degree in Healthcarae Administration, Business or relevant field is preferred

Certified Medical Assistant/Phlebotomist, or relevant experience, is required

Tools

eClinicalWorks (eCW)

Microsoft Office 365

Job description

**Bilingual in English/Spanish is required for this clinic location**

Valora Medical Group is a visionary company focused on high-quality primary care and value-based care services, consisting of healthcare providers and professionals dedicated to the health and wellbeing of our patients. At Valora, we treat our patients as family.

We are looking for a Medical Office Manager to run our medical facility. You will be responsible for day-to-day operation, budgeting, and maintaining medical and staff records. As a Medical Office Manager, you should demonstrate excellent organizational skills and the ability to perform well in stressful situations. Our position requires knowledge of healthcare systems operations. Ultimately, you should be able to ensure steady workflows and uninterrupted service in our medical facility.

Essential Duties and Responsibilities

• Oversee, lead, and manage clinical personnel within assigned medical center(s).
• Provide ongoing training to team members to ensure the highest quality of care is provided to patients, with a high focus on providing the best patient experience.
• Participate in the process of recruiting, interviewing, selecting, evaluating, coaching, and training new team members.
• Complete employee performance evaluations and meet with team members regularly to discuss performance and career path opportunities.
• Hold the team accountable for falling short on performance expectations or failing to follow company policies and procedures. Actions include verbal and written communications for improvement.
• Oversee and maintain employee timecards, PTO requests, expense reports, etc.
• Participate in manager meetings and training as scheduled by management or Human Resources.
• Assist patients with their concerns and report any unresolved concerns to Management.
• Help identify issues with organizational structure and processes and contribute to overall improvements across all centers.
• Manage Provider scheduling and cancellations, ensuring optimal services are rendered to all patients.
• Maintain effective communication with team members on changes and updates to Provider schedules.
• Coordinate activities such as patient recruitment events, holiday events, and other miscellaneous activities.
• Supervise the patient registration process for accuracy including verification of insurance, waivers, assigned providers, etc.
• Supervise onboarding of new patients, including initial outreach, new patient forms, the orientation of the healthcare facility, requests for medical records, and patient feedback.
• Manage patient flow along with the back-office staff.
• Ensure compliance with all licensing including local, State, and Federal regulatory agencies related to clinical services.
• Oversee morning clinical huddles and daily communications regarding patient care.
• Complete daily, weekly, and monthly reports on clinic key performance indicators (KPIs).
• Conduct daily inspections of the facility and medication.
• Supervise inventory of medical and office supplies and place orders as needed.
• Monitor transportation schedule and send appointment information to Patient Drivers in a timely manner.
• Ensure that phones are answered in a professional and timely manner.
• Review patient experience surveys and develop corrective action plans as needed.
• Pull daily task reports (e.g., labs, referrals, documents, refill requests, telephonic encounters, answering service notifications, etc.) and follow up with team members on any open or unresolved tasks.
• Maintain a clean, organized, and safe environment. Report accidents, injuries, and illnesses within 24 hours of occurrence.
• Follow and enforce company policies and procedures.
• Protect the organization’s values and principles by keeping information confidential and current.
• Lead by example and champion the company's vision, mission, and values.
• Additional duties as assigned by management.

Qualifications/Education

• 4+ years experience as a Medical Office Manager (Primary Care is highly preferred)
• BS degree in Healthcarae Administration, Business or relevant field is preferred
• Certified Medical Assistant/Phlebotomist, or relevant experience, is required
• Bilingual in English/Spanish is required for this clinic location
• Proficient in using Electronic Medical Records (EMR)
• Experience in eClinicalWorks (eCW) is highly preferred
• Proficient in Microsoft Office 365 (Outlook, PowerPoint, Excel, Word)
• Knowledge of medical issues and terminology
• Excellent verbal and written communication
• Good judgment, analytical, and provlem-solving skills
• Ability to work independently and successfully manage clinic personnel
• Understanding of and adherence to the expectations under CMS Fraud/Waste Abuse, OSHA, and HIPAA
• Must be able to accommodate a flexible schedule, with the ability to work weekends when necessary for clinic events or other business needs
• Ability to learn new procedures and adapt quickly to change
• Ability to establish working relationships, resolve interpersonal conflicts, apply basic staff etiquette in dealing with others
• Excellent organizational and time-management skills
• Promote innovation, motivate others, and be a team player
• Follow through with commitments
• Ability to multi-task and perform well in stressful situations while in a fast-paced environment

EEO Statement: Valora Medical Group, LLC is an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, marital status, genetic information, citizenship status, or other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States.