Office Manager

Overview

Coastal Health is seeking an experienced and dependable Office Manager (Medical Practice) to oversee the daily administrative and operational functions of our medical office. This role is critical to ensuring efficient workflows, high-quality patient service, staff performance, and compliance with healthcare regulations. The ideal candidate has strong leadership skills, medical office experience, and the ability to manage both people and processes in a fast-paced healthcare environment.

• Operations & Leadership
  • Oversee daily operations of the medical office to ensure efficient, smooth, and patient-centered workflows.
  • Supervise and support front office staff, medical assistants, referral coordinators, and other administrative personnel.
  • Conduct daily staff huddles to review schedules, staffing needs, patient volume, and operational priorities.
  • Manage daily patient flow, including new patient referrals, scheduling efficiency, and patient retention.
  • Serve as a liaison between office staff and the home office, communicating updates, policies, and operational needs.
  • Manage provider schedules, including time-off requests and coverage coordination.
  • Ensure appropriate staffing levels in alignment with budgetary guidelines and MGMA benchmarks.
• Staff Management
  • Monitor employee performance, attendance, payroll, and time-off requests.
  • Address employee concerns, provide corrective action when necessary, and foster a professional work environment.
  • Maintain and regularly review the Manager Quick Start Guide and other operational tools.
• Administrative & Financial Oversight
  • Maintain accurate medical records and ensure proper documentation and filing systems.
  • Oversee medical billing and insurance claims processes, ensuring timely submissions, follow-ups, and resolution of denials.
  • Ensure patient billing statements are issued appropriately and unpaid balances are addressed.
  • Monitor office accounts and administrative expenses within budget parameters.
• Compliance & Quality
  • Ensure compliance with HIPAA, employment laws, privacy regulations, and other applicable healthcare regulations.
  • Support and enforce established policies, procedures, safety standards, infection control practices, and accreditation requirements.
  • Participate in quality improvement initiatives and maintain regulatory readiness.
• Facilities & Inventory Management
  • Oversee the condition and maintenance of medical equipment, office furniture, and supplies.
  • Coordinate and manage medical and office supply ordering, inventory levels, and par systems.
  • Track deliveries, restock inventory using FIFO (First In, First Out) practices, and communicate inventory transfers between facilities.

• Education
  :
  Bachelor’s degree preferred, ideally in Healthcare Administration, Business Administration, or a related field.
• Experience
  :
  Minimum of three to five years of healthcare experience required; at least one year of management or leadership experience in a medical office or healthcare setting required.
• Knowledge
  :
  Strong knowledge of medical office operations, healthcare terminology, and insurance reimbursement processes.
• Skills
  :
  Excellent organizational, leadership, and supervisory skills; ability to plan, delegate, and manage multiple priorities effectively; strong problem-solving skills with the ability to evaluate and improve existing workflows and procedures.
• Abilities
  :
  Ability to read, interpret, and apply policies and procedures; ability to set priorities among multiple requests; ability to interact with patients, medical and administrative staff, and the public effectively.