Practice Operations Manager - Urgent Care, Ledgewood, NJ

Immediate Care Walk-In Management LLC; Cedar Knolls (NJ); On-site; USD 65,000 - 95,000; Full time

Job summary

Immediate Care Walk-In Management LLC is seeking a Practice Operations Manager for a busy urgent care in Ledgewood, NJ. The role emphasizes daily office oversight, staff coordination, and optimizing patient flow and satisfaction.

The candidate will manage staff scheduling, coordinate with billing, ensure policy compliance, and conduct trainings and performance reviews, reporting to the Practice Administrator. Strong leadership and a commitment to operational excellence are essential.

Qualifications

• Must have Medical Office Management experience, ideally 3 to 5 years in an urgent care or primary care environment.
• Proven management responsibility and practice oversight.
• Knowledge of accounting, data and administrative processes and principles.
• Knowledge of applicable regulations and state and federal laws.
• Computer skills including knowledge of relevant software.
• Ability to travel to different centers on a daily basis.

Responsibilities

• Responsible for the daily office operations including daily end of day close out by twelve noon of the following day.
• Ensure all policies and procedures are being followed, all records accurately maintained.
• Liaise with billing company, ensure that all billing is provided and completed according to policy guidelines.
• Create and maintain proper staff schedules to ensure adequate coverage.
• Responsible for the “change drawer”. Must complete log for each transaction and balance money daily.
• Monitor and recommend improvement for all standard operating procedures.
• Conduct orientation for every new staff member and ensure all employees have training required to succeed.
• Conduct in-service activities with staff members to ensure that all staff are kept abreast of any new or relevant changes.
• Responsible to assess and complete all medical record requests according to state and federal guidelines.
• Ensures that the center is compliant with all state and federal regulations regarding equipment, i.e. crash cart.
• Prepares and submits annual performance reviews for staff to Practice Administrator.
• Management of insurance contracts and ensure compliance to contractual arrangements.
• Maintain and control removal of medical waste in compliance with regulatory requirements.
• Ensure compliance with current healthcare regulations, medical laws and ethics.
• Review and maintain medical and office supply inventory. Order as needed to maintain inventory and budget.
• Liaise with vendors regarding equipment and supplies.
• Ensure that patient files are current and accurate according to policy for sign out.
• Liaise to patients to ensure that all needs are met. Act as intermediary for any issues regarding patient care
• Ensure patient satisfaction
• Manage patient flow of centers
• Other duties as assigned

Skills

Medical Office Management

Management experience

Accounting basics

Regulatory knowledge

Computer skills

Travel availability

Education

Bachelor’s or associate degree in related field

Job description

Description

***Come be a Practice Operations Manager for a busy Urgent Care in Ledgewood NJ! Mon-Fri 8am-4pm, available on-call***

Position

Practice Operations Manager

Reports to

Practice Administrator

Summary

The Practice Operations Manager is responsible for the daily oversight of the urgent care office and acts as the liaison for staff, patients and the corporate office through the Practice Administrator. The Practice Operations Manager will play a key role in driving site growth, optimizing patient flow, and fostering a positive, team-oriented environment. Ideal candidates are enthusiastic leaders committed to operational excellence and exceptional patient care.

Job Duties and Responsibilities

• Responsible for the daily office operations including daily end of day close out by twelve noon of the following day
• Ensure all policies and procedures are being followed, all records accurately maintained
• Liaise with billing company, ensure that all billing is provided and completed according to policy guidelines
• Create and maintain proper staff schedules to ensure adequate coverage
• Responsible for the “change drawer”. Must complete log for each transaction and balance money daily
• Monitor and recommend improvement for all standard operating procedures
• Conduct orientation for every new staff member and ensure all employees have training required to succeed
• Conduct in-service activities with staff members to ensure that all staff are kept abreast of any new or relevant changes
• Responsible to assess and complete all medical record requests according to state and federal guidelines
• Ensures that the center is compliant with all state and federal regulations regarding equipment, i.e. crash cart
• Prepares and submits annual performance reviews for staff to Practice Administrator
• Management of insurance contracts and ensure compliance to contractual arrangements
• Maintain and control removal of medical waste in compliance with regulatory requirements
• Ensure compliance with current healthcare regulations, medical laws and ethics
• Review and maintain medical and office supply inventory. Order as needed to maintain inventory and budget
• Liaise with vendors regarding equipment and supplies
• Ensure that patient files are current and accurate according to policy for sign out
• Liaise to patients to ensure that all needs are met. Act as intermediary for any issues regarding patient care
• Ensure patient satisfaction
• Manage patient flow of centers
• Other duties as assigned

Requirements

• Must have Medical Office Management experience, ideally 3 to 5 years in an urgent care or primary care environment
• Proven management responsibility and practice oversight
• Bachelor’s or associate degree in related field strongly preferred
• Preferred Certified Medical Assistant, Certified Medical Manager or Certified Medical Practice Executive (CMPE) preferred
• Knowledge of accounting, data and administrative processes and principles
• Knowledge of applicable regulations and state and federal laws
• Computer skills including knowledge of relevant software
• Ability to travel to different centers on a daily basis
• Willing to be available to staff in case of emergency during hours of operation: Mon-Fri 8am-8pm, Sat-Sun 8am-4pm