Office Manager

Wellspire Medical Group; Humble (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

Wellspire Medical is seeking an experienced Office Manager to oversee daily operations of our Humble, TX multi-specialty clinic. This leadership role requires balancing front-office, back-office, and provider support to deliver an excellent patient experience.

The successful candidate will direct staff, manage scheduling and workflow, ensure regulatory compliance, and drive improvements in efficiency and service quality across the clinic.

Qualifications

• Bachelor- or credentialed background in healthcare administration is preferred.
• Experience leading multi-disciplinary clinic teams and operations.
• Solid understanding of HIPAA and ambulatory care compliance.

Responsibilities

• Provide day-to-day operational leadership for the assigned clinic location.
• Supervise front-office and back-office staff, manage performance and attendance.
• Support providers with staffing, scheduling, and operational resources.
• Oversee patient access, registration, insurance verification, and front-office workflow.
• Monitor patient flow, wait times, and service quality; drive process improvements.
• Ensure compliance with HIPAA, OSHA, and hospital policies.

Skills

Staff Leadership

Provider Support

Operations Management

Healthcare Administration

HIPAA Knowledge

EHR - eClinicalWorks

Education

High school diploma or equivalent

Healthcare administration degree preferred

Tools

eClinicalWorks

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Manager

Full Time Humble, TX, US

5 days ago Requisition ID: 1061

Salary Range: $60,000.00 To $70,000.00 Annually

Clinical Practice Manager / Practice Administrator

Location: Humble Main
Department: Clinical Operations
Reports To: Director of Clinical Operations & Facilities
Employment Status: Full-Time, Exempt
Salary Range:$60,000–$80,000 annually, commensurate with experience

Position Summary

Wellspire Medical is seeking an experienced, highly organized, and hands-on Clinical Practice Manager / Practice Administrator to oversee the daily operations of one of our largest and busiest multi-specialty clinic locations.

This is a high-visibility leadership position responsible for ensuring the clinic operates efficiently, delivers an exceptional patient experience, supports provider productivity, maintains appropriate staffing, and consistently follows organizational policies and workflows.

The ideal candidate is a working manager who is comfortable leading from the floor, solving problems in real time, holding staff accountable, supporting multiple specialties and providers, and stepping in wherever necessary to keep operations moving.

This position requires someone who can balance people leadership, clinical operations, front-office operations, provider support, patient experience, financial awareness, compliance, and day-to-day problem solving in a fast-paced environment.

Essential Duties and Responsibilities

Clinic Operations & Administration

• Provide overall day-to-day operational leadership for the assigned multi-specialty clinic.
• Ensure the clinic opens and closes appropriately and is fully prepared for daily patient care.
• Monitor daily clinic flow, patient volume, provider schedules, staffing levels, wait times, and operational barriers.
• Conduct daily huddles and communicate priorities, staffing concerns, provider needs, and operational updates.
• Identify workflow inefficiencies and implement solutions in collaboration with the Director of Clinical Operations.
• Ensure organizational policies, SOPs, and standardized workflows are consistently followed.
• Maintain an organized, professional, patient-ready environment.
• Escalate significant operational, clinical, staffing, patient, compliance, or provider concerns appropriately.

Staff Leadership & Accountability

• Directly supervise assigned front-office and back-office employees.
• Establish clear performance expectations and hold employees accountable for attendance, productivity, professionalism, patient service, and adherence to policies.
• Provide ongoing coaching, feedback, counseling, and performance management.
• Participate in employee evaluations, corrective actions, performance improvement plans, and recognition.
• Partner with Human Resources and the Director of Clinical Operations regarding employee relations matters.
• Monitor attendance, PTO requests, call-outs, overtime, timekeeping, and schedule coverage.
• Coordinate staffing assignments and adjust coverage based on patient and provider needs.
• Promote teamwork and collaboration between front office, medical assistants, providers, call center, referrals, verification, and other departments.
• Assist with interviewing, hiring, onboarding, and training new employees.
• Develop staff members and identify employees with leadership potential.

Provider Support

• Serve as the primary operational point of contact for providers practicing at the assigned location.
• Build effective working relationships with physicians, APPs, and clinical staff.
• Ensure providers have appropriate staffing, equipment, supplies, schedules, and operational support.
• Monitor provider schedules for accuracy, appropriate utilization, and compliance with established scheduling parameters.
• Identify provider concerns and resolve operational issues whenever possible before escalation.
• Assist with onboarding new providers and integrating them into clinic workflows.
• Support provider productivity and clinic growth while maintaining patient safety and quality standards.
• Oversee registration, check-in, check-out, scheduling, collections, insurance verification coordination, referrals, forms, and patient communication.
• Ensure demographic and insurance information is accurately captured.
• Monitor point-of-service collections and adherence to financial policies.
• Ensure staff appropriately manage patient forms, consents, ABNs, insurance waivers, payment arrangements, and other required documentation.
• Monitor front-office workflows and address bottlenecks that affect patient flow.
• Ensure telephone and patient portal concerns are routed and addressed appropriately.

Back Office & Clinical Operations

• Oversee Medical Assistant workflows and ensure providers receive appropriate clinical support.
• Monitor rooming efficiency, clinical documentation workflows, medication refill processes, test and lab workflows, injections, supplies, and other clinical support activities.
• Ensure clinical staff maintain required certifications and competencies.
• Reinforce infection prevention, OSHA, HIPAA, safety, and other clinical requirements.
• Coordinate with clinical leadership regarding quality initiatives, training needs, and process improvement.
• Ensure appropriate escalation of urgent clinical or patient-safety concerns to licensed clinical personnel.

Patient Experience & Service Recovery

• Maintain a strong focus on patient satisfaction and service.
• Address escalated patient complaints professionally and promptly.
• Perform service recovery when appropriate and elevate significant concerns to leadership.
• Investigate operational issues contributing to poor patient experiences and implement corrective action.
• Ensure employees demonstrate professionalism, empathy, responsiveness, and respect during every patient interaction.

Performance & Metrics

• Monitor clinic performance and communicate trends to the Director of Clinical Operations.
• Track applicable operational measures such as patient volume, schedule utilization, staffing, overtime, wait times, collections, patient complaints, productivity, and workflow completion.
• Hold teams accountable for organizational performance expectations and established KPIs.
• Use available data to identify opportunities for improvement.
• Participate in operational meetings and provide clinic updates, barriers, and action plans.
• Maintain awareness of clinic labor costs, overtime, staffing utilization, supplies, and controllable expenses.
• Manage staffing responsibly while maintaining appropriate patient and provider support.
• Monitor supply usage and prevent unnecessary waste.
• Follow established purchasing and approval processes.
• Support organizational initiatives designed to improve efficiency, revenue, patient access, and cost control.

Compliance & Safety

• Ensure clinic operations comply with HIPAA, OSHA, infection prevention, Medicare requirements, organizational policies, and applicable healthcare regulations.
• Protect patient confidentiality and ensure staff appropriately safeguard PHI.
• Ensure incidents, patient complaints, safety events, and compliance concerns are documented and escalated appropriately.
• Participate in emergency preparedness and ensure employees understand applicable emergency procedures.
• Maintain readiness for internal audits, payer reviews, regulatory visits, and other inspections.

Minimum Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in healthcare administration, business, nursing, or related field preferred but not required with equivalent healthcare management experience.
• Minimum 3–5 years of healthcare practice operations experience.
• Minimum 2 years of supervisory or management experience in a physician practice, outpatient clinic, or similar healthcare setting.
• Experience supervising both front-office and clinical support staff strongly preferred.
• Experience supporting multiple providers and/or specialties strongly preferred.
• Working knowledge of scheduling, registration, insurance verification, referrals, authorizations, patient collections, clinical workflows, and provider support.
• Experience with an electronic health record/practice management system required; eClinicalWorks experience strongly preferred.
• Strong working knowledge of HIPAA and general ambulatory healthcare compliance requirements.

Knowledge, Skills & Abilities

The successful candidate must demonstrate strong leadership and accountability, excellent communication, sound judgment, organization, conflict resolution, and the ability to prioritize competing demands.

This individual must be comfortable making decisions, addressing difficult employee and patient situations, managing multiple providers and specialties simultaneously, and remaining composed during high-volume clinic operations.

The position requires someone who is visible and engaged in daily clinic operations, not someone who manages exclusively from an office.

Schedule & Availability

This is a full-time leadership position. The Practice Administrator is expected to maintain a schedule that supports clinic operations and provider needs.

Some flexibility may be required for early clinic openings, late clinic operations, staff meetings, provider onboarding, mandatory training, Saturday in-services, emergencies, and other operational needs.

Physical Requirements

The position requires the ability to move throughout a busy outpatient medical clinic, remain at a workstation for extended periods, communicate effectively with patients and employees, and occasionally lift or move routine office or clinical supplies.

What Success Looks Like

Success in this position means the clinic is appropriately staffed, providers are supported, patients receive timely and professional service, employees understand expectations and are held accountable, operational issues are addressed quickly, and leadership has confidence that the location is being effectively managed.

The Practice Administrator should be able to identify problems before they become significant operational issues and bring forward solutions rather than simply reporting problems.