Practice Operations Manager - Urgent Care, Ledgewood, NJ

Immediate Care Walk-In Management LLC; Ledgewood (NJ); On-site; USD 80,000 - 110,000; Full time

Job summary

Immediate Care Walk-In Management LLC in Ledgewood, NJ is seeking a Practice Operations Manager to oversee daily operations of a busy urgent care.

You will manage staff schedules, ensure policy compliance, coordinate billing, and drive patient flow while maintaining high-quality patient care.

This role requires proven office management experience in urgent or primary care, strong leadership, and availability for on-site hours Mon-Fri 8am-4pm with on-call duties.

Qualifications

• Experience managing a medical office or urgent care operation.
• Strong knowledge of healthcare regulations and billing processes.
• Ability to train and supervise staff effectively.
• Willing to travel to multiple centers.
• Excellent organizational and communication skills.

Responsibilities

• Oversee daily office operations and end-of-day close processes.
• Ensure policy compliance and accurate records.
• Coordinate billing with external providers.
• Create staff schedules and ensure adequate coverage.
• Maintain patient flow and service quality.
• Liaise with patients and centers to resolve issues.

Skills

Medical Office Management

Staff Leadership

Regulatory Compliance

Billing Liaison

Scheduling

Education

Bachelor’s or Associate degree in related field

CMPE certification

Tools

Accounting software

Electronic Health Records (EHR)

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