Medical Office Operations Lead: Patient Care & Admin

Minimally Invasive Vascular; Saint Augustine (FL); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Paid time off

Training & development

Job summary

Minimally Invasive Vascular in St. Augustine, FL seeks an Assistant Medical Office Manager to support front desk, patient care coordination, HR, and accounts payable tasks in a growing specialty practice.

The role combines administrative duties with patient interactions, working closely with the Practice Administrator to maintain daily operations, coverage, and office records across St. Augustine and Jacksonville locations.

Qualifications

• At least two years of medical office experience preferred.
• Experience with insurance verification, authorizations, and referral coordination strongly preferred.
• Previous lead front desk, supervisory, or medical office administrative experience is a plus.
• Experience with employee onboarding, HR support, timekeeping, or accounts payable preferred.
• Strong customer service, communication, and organizational skills.
• Ability to prioritize patient needs alongside administrative deadlines.
• Proficiency with EMRs, Microsoft Office, Excel, and general office software.
• NextGen Office experience is a plus.
• Reliable transportation and willingness to travel occasionally between offices.

Responsibilities

• Welcome patients, answer calls, and provide professional, compassionate service.
• Schedule consultations, procedures, ultrasounds, and follow-up appointments.
• Confirm appointments, maintain provider schedules, and coordinate transportation when needed.
• Collect and update patient demographics, insurance information, and required forms.
• Prepare patient charts and obtain medical records, imaging, and laboratory results.
• Maintain accurate EMR documentation and scan outside records.
• Coordinate care with referring offices, dialysis centers, and other facilities.
• Relay approved patient instructions and direct clinical questions to clinical staff.
• Verify insurance eligibility and benefits.
• Obtain required authorizations and referrals.
• Communicate with insurers about coverage and approvals.
• Track pending authorizations and missing documentation to help prevent scheduling delays.
• Assist with claim follow-up, denials, and appeals as directed.
• Assist the Practice Administrator with daily operations, reports, correspondence, and administrative projects.
• Help coordinate front office tasks, staffing coverage, and communication between locations.
• Maintain tracking spreadsheets, office checklists, and administrative records.
• Prepare meeting materials, document action items, and follow up on assigned tasks.
• Monitor office supplies and coordinate approved purchases.
• Communicate with vendors regarding service requests and office needs.
• Identify workflow issues and help implement approved improvements.
• Maintain referral contact information and support outreach follow-up.
• Assist with job postings, interview scheduling, and candidate communication.
• Coordinate new employee paperwork, orientation, training checklists, and system access requests.
• Maintain confidential personnel files and track required licenses, certifications, and training.
• Assist with timecard review, attendance tracking, and corrections for administrator approval.
• Track time-off requests and help coordinate approved coverage.
• Coordinate evaluation schedules and distribute approved policies and handbook updates.
• Assist with benefits enrollment coordination and employee offboarding.
• Bring employee concerns and matters requiring management decisions to the Practice Administrator.
• Organize and enter vendor invoices into the designated accounting or tracking system.
• Verify invoice accuracy and match charges to orders and deliveries when applicable.
• Prepare invoices and supporting documents for administrator approval.
• Track payment due dates and assist with approved payment processing.
• Maintain invoice and payment records and reconcile vendor statements.
• Follow up on billing discrepancies, duplicate charges, and outstanding credits.

Skills

Medical office experience

Patient scheduling

Insurance verification

HR support

Accounts payable

EMR systems

Microsoft Office

Travel flexibility

Job description

Minimally Invasive Vascular in St. Augustine, FL seeks an Assistant Medical Office Manager to support front desk, patient care coordination, HR, and accounts payable tasks in a growing specialty practice.

The role combines administrative duties with patient interactions, working closely with the Practice Administrator to maintain daily operations, coverage, and office records across St. Augustine and Jacksonville locations.