Medical Office Manager

City of Hope; Rockville (MD); On-site; USD 55,000 - 115,000; Full time

Job summary

City of Hope is seeking an Office Manager to lead daily practice operations in a Germantown, MD location. You will supervise staff, manage workflows, and ensure financial controls and regulatory compliance while supporting high-quality patient services.

You will coordinate scheduling, training, and performance reviews, driving efficiency across departments and fostering clear communication. This role demands strong organizational skills and a patient-centered approach to administrative

Qualifications

• Must have 3+ years in a management role; healthcare office experience required.
• Experience coordinating office operations and policy adherence.
• Familiarity with HIPAA compliance and medical office workflows.

Responsibilities

• Manages day-to-day practice operations and enforces policies.
• Oversees office finances, budgeting, and petty cash reconciliation.
• Schedules staff, manages attendance, vacations, and time off.
• Recruits, hires, and trains new staff; conducts performance reviews.
• Ensures staff understand job requirements and safety of facilities.
• Leads regular staff meetings and drives process improvements.
• Maintains patient accounts and demographics accurately.
• Ensures regulatory compliance (HIPAA, OSHA, etc.).
• Interfaces with physicians, staff, patients, and other stakeholders.
• Promotes education and professional development for staff.

Skills

HIPAA guidelines knowledge

MS Office (Word/Excel/PowerPoint)

Strong communication skills

Staff mentoring

Time management

Education

High School Graduate or GED

BA/BS degree preferred

Tools

MS Office Suite

Job description

Position Title: Office Manager
Employment Type: Full-Time, Exempt

Hours: 7:30am-5pm (Monday-Friday)
Practice: PRISM Vision Group Partner Practice
Location:Germantown, MD

Travel: Required between offices dependent on office/location needs
Compensation Range: $55,431.64 - $115,127.25/Annual (Dependent on Experience)

The Office Manager provides leadership and oversight for all office operations, including staff management, workflow coordination, and policy compliance. Utilizing a strong understanding of both clinical and administrative functions, this position ensures efficient business operations, enhances team performance, and supports the delivery of high-quality patient services.

ROLE AND RESPONSIBILITIES

• Manages day to day practice operations; administers policies and procedures
• Oversees office financials and promotes the most efficient use of office resources/budget; dispenses/reconciles petty cash
• Oversees staff scheduling, time and attendance, including vacations, sick/personal time, etc.
• Regularly assesses staffing requirements; interviews, hires and trains new employees as necessary
• Ensures staff are familiar with job requirements, expectations, and safe and proper use of facilities and equipment
• Conducts annual employee performance reviews; provides ongoing coaching and mentorship
• Facilitates regular departmental and office staff meetings
• Promotes professionalism and superior customer service from all levels of staff; develops process improvements on a regular basis
• Manages accurate filing and organization of patient accounts/demographics
• Ensures compliance with federal/state/local regulations (HIPAA, OSHA, etc.)
• Regularly interfaces with staff, physicians, patients, and other stakeholders
• Keeps abreast of industry best practices and pursues continued education
• Performs other duties as assigned

POSITION QUALIFICATIONS

• Education: High School Graduate or General Education Degree (GED).
• BA/BS degree preferred
• Experience: 3+ years’ experience in a management role preferred; healthcare office experience required

KNOWLEDGE/SKILLS/ABILITIES

• Experience supporting compliance with organizational policies, procedures and systems
• Advanced knowledge of HIPAA guidelines, practices and procedures
• Knowledge of medical practices, terminology, and reimbursement policies
• Solid computer skills – MS applications required (Word, Excel, PowerPoint)
• Outstanding written and oral communication skills; ability to communicate clear expectations
• Superior organizational and time-management skills; ability to prioritize and delegate responsibilities
• Skill in evaluating the effectiveness of existing methods and procedures
• Skill in operating a variety of office equipment and computer programs
• Demonstrated ability to mentor and support the professional development of staff members
• Demonstrated commitment to fostering an environment of collaboration, inclusion and diversity
• Ability to thrive in a fast-paced, dynamic organization

WORK ENVIRONMENT

An office environment with a controlled atmosphere. Possible exposure to staff or patients with communicable diseases and blood borne pathogens.

POSITION QUALIFICATIONS

• Education: High School Graduate or General Education Degree (GED).
• BA/BS degree preferred
• Experience: 3+ years’ experience in a management role preferred; healthcare office experience required

KNOWLEDGE/SKILLS/ABILITIES

• Experience supporting compliance with organizational policies, procedures and systems
• Advanced knowledge of HIPAA guidelines, practices and procedures
• Knowledge of medical practices, terminology, and reimbursement policies
• Solid computer skills – MS applications required (Word, Excel, PowerPoint)
• Outstanding written and oral communication skills; ability to communicate clear expectations
• Superior organizational and time-management skills; ability to prioritize and delegate responsibilities
• Skill in evaluating the effectiveness of existing methods and procedures
• Skill in operating a variety of office equipment and computer programs
• Demonstrated ability to mentor and support the professional development of staff members
• Demonstrated commitment to fostering an environment of collaboration, inclusion and diversity
• Ability to thrive in a fast-paced, dynamic organization

WORK ENVIRONMENT

An office environment with a controlled atmosphere. Possible exposure to staff or patients with communicable diseases and blood borne pathogens.

ROLE AND RESPONSIBILITIES

• Manages day to day practice operations; administers policies and procedures
• Oversees office financials and promotes the most efficient use of office resources/budget; dispenses/reconciles petty cash
• Oversees staff scheduling, time and attendance, including vacations, sick/personal time, etc.
• Regularly assesses staffing requirements; interviews, hires and trains new employees as necessary
• Ensures staff are familiar with job requirements, expectations, and safe and proper use of facilities and equipment
• Conducts annual employee performance reviews; provides ongoing coaching and mentorship
• Facilitates regular departmental and office staff meetings
• Promotes professionalism and superior customer service from all levels of staff; develops process improvements on a regular basis
• Manages accurate filing and organization of patient accounts/demographics
• Ensures compliance with federal/state/local regulations (HIPAA, OSHA, etc.)
• Regularly interfaces with staff, physicians, patients, and other stakeholders
• Keeps abreast of industry best practices and pursues continued education
• Performs other duties as assigned