Multi-Site Clinical Office Manager

ZipRecruiter; Philadelphia (Philadelphia County); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading healthcare practice in Philadelphia is seeking a dedicated Clinical Office Manager to oversee operations across multiple sites. This role involves supervising staff, managing budgets, ensuring regulatory compliance, and improving patient experiences. Candidates should have significant multi-site clinic management experience, EMR proficiency, and robust leadership skills.

Benefits

Excellent healthcare benefits

Retirement savings plan

Paid time off

Qualifications

• 5+ years of experience managing multi-site clinics required.
• Strong understanding of clinical workflows and insurance processes.

Responsibilities

• Oversee daily operations of clinical locations and staff management.
• Ensure compliance with regulatory standards and financial sustainability.
• Enhance patient experience and coordinate between staff and physicians.

Skills

Leadership

Time Management

Problem Solving

Organizational Skills

Critical Thinking

Education

Associates degree in Management, Accounting, Nursing, Medical Practice Management or equivalent

Tools

EMR

Job description

Job DescriptionJob Description

Multi-Site clinical Office Manager

Our client, based in Philadelphia, is currently seeking a Clinical Office Manager to support their growing independent primary care practice.

Summary:

This position reports to the Director of Operations and is responsible for all daily operations of assigned clinical locations including management of all front-line non-exempt staff, ensuring appropriate clinical operations, adherence to budgets, adherence to regulatory standards, patient experience (including quality, safety, and satisfaction), and experience of physicians and staff. Alongside the site medical director (s) and Director of Operations, you will continually assess daily operations to identify areas for ongoing improvement and oversee implementation of improvement initiatives.

Responsibilities:

Supervision of front-line staff:

• Supervises all front-line, non-exempt staff in assigned clinical locations including all staff work functions.
• Conducts performance appraisals of staff, supervised with input from providers and the Director of Operations.
• Assures completion of house-wide and site-specific annual staff competencies.
• Cultivates an environment where physicians and support staff work together as a team to improve practice operations.

Daily Clinical Operations:

• Responsible for managing all daily operations of assigned practice sites.
• Routinely measures and monitors assigned areas of responsibility to maximize efficiency of practice site operations.
• Assesses and revises, as necessary, an appropriate staffing/skill mix for assigned practice sites.
• Assesses and adjusts exam room assignments to physicians to maximize efficiency and productivity.
• Continually reviews and adjusts operations in order to maximize efficiency and improve practice workflows.
• Communicates and ensures compliance with medical center policies and procedures.
• Regularly assesses front desk (reception, registration, scheduling, co-pays, etc.) for accuracy and efficiency and adjusts processes accordingly.
• Routinely monitors waiting times (i.e., access for appointments and waiting in the office) and develops plans to address issues with the Director of Operations.
• Assures adequate staff coverage for all facility functions to maintain delivery of quality care.
• Monitors daily staff work schedules and makes staffing adjustments as needed to ensure efficient operations.

Financial Sustainability:

• Responsible for operational budget of assigned practice sites.
• Manages labor expenses including overtime and agency labor.
• Oversees patient registration procedures to assure accurate registration.
• Responsible for procurement of supplies to maintain compliance with budget.

Regulatory:

• Work with the Director of Operations to ensure practices and workflows are adherent to all required regulatory standards.

Patient Experience:

• Fosters positive team collaboration and staff development to facilitate achievement of patient quality/safety/satisfaction and customer service excellence goals.
• Functions in the role of patient advocate by being in the position of initial contact for patient-related issues.
• Actively involved in promoting effective working relationships between staff and physicians.

Requirements:

• 5+ years of experience managing multi-site clinics, required
• EMR proficiency, required
• Associates degree in Management, Accounting, Nursing, Medical Practice Management or equivalent

· Proven leadership and management skills; passionate about team leadership and boosting morale

• Excellent time management, multi-tasking, task prioritization, and organizational skills
• Strong critical thinking, investigation, and problem-solving skills
• Strong understanding of physician practice clinical workflow best practices
• Knowledge and understanding of third-party payers, HMOs, PPOs, Medicare, Medicaid, etc.
• Knowledge and understanding of insurance benefits (deductibles, copays, coinsurance) and eligibility verification
• Knowledge and understanding of prior authorization / precertification
• Knowledge and understanding of HIPAA and other applicable regulations

Our client is an equal opportunity employer.

Excellent benefits including healthcare, retirement savings plan, paid time off, and more.