Office Manager

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

Job summary

City of Hope in Fairfax, VA is seeking an Office Manager to lead day-to-day operations for a retina care practice. This full-time exempt role coordinates staff, workflows, budgeting, and policy compliance to deliver efficient operations and high-quality patient services.

The ideal candidate will have 3+ years in healthcare management, a High School Diploma or GED (BA/BS preferred), and strong MS Office, HIPAA knowledge, and leadership skills to support a fast-paced clinic environment.

Qualifications

• High School Diploma or GED required; BA/BS preferred.
• Healthcare office experience a must; 3+ years in management preferred.
• Experience with HIPAA and healthcare compliance strongly preferred.

Responsibilities

• Manages day-to-day practice operations and administers policies and procedures.
• Oversees office financials, budgeting, and petty cash reconciliation.
• Schedules staff, attendance, vacations, and time off.
• Interviews, hires, and trains new employees as needed.
• Ensures staff understand job requirements and safety protocols.
• Conducts performance reviews and provides coaching.
• Leads regular staff meetings and process improvements.
• Maintains patient accounts/demographics filing and accuracy.
• Ensures compliance with HIPAA, OSHA, and other regulations.
• Interacts with staff, physicians, patients, and stakeholders.
• Maintains knowledge of industry best practices and training.

Skills

HIPAA guidelines knowledge

Medical terminology knowledge

MS Office proficiency

Written and oral communication

Organizational and time management

Staff mentoring

Customer service excellence

Education

High School Diploma or GED

BA/BS degree preferred

Tools

MS Office

Job description

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

Hours: 7:30am-5pm (Monday-Friday)
Practice: Retina Group of Washington, PRISM Vision Group Partner Practice
Location: Fairfax, Virginia

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 proceduresSkill 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