Office Manager at Trillium Health Inc. – Rochester, New York

Job Title: Office Manager
Department: Clinic
Position Type: Full-Time
FLSA: Exempt
Reports to: Director, Practice Administrator
Direct Reports: Yes

The Office Manager oversees the day-to-day operations, staff supervision, and administrative management of a multispecialty medical clinic. This role ensures efficient workflows, high-quality patient care, compliance with regulatory requirements, and a positive, team-centered work environment.

Using Epic electronic health record dashboards and reporting tools, the Office Manager monitors productivity, access, and staff performance to support operational excellence. This role works collaboratively with providers, clinical teams, peer managers, and administrative leadership to advance organizational goals and support the mission of providing high‑quality, patient-centered care within an FQHC setting.

• Oversee daily clinic operations and ensure efficient patient flow.
• Monitor scheduling, appointment availability, provider utilization, and access standards using Epic dashboards.
• Coordinate staffing schedules and manage PTO to ensure adequate coverage.
• Ensure compliance with HIPAA, PCMH, and FQHC operational requirements.
• Use Epic Management Dashboards to:
  • Track productivity
  • Monitor no-show rates, late arrivals, visit volumes, and throughput
  • Identify performance trends and operational improvement opportunities
• Partner with leadership to implement workflow improvements supported by real-time Epic data.

• Supervise front office and clinic support staff.
• Hire, train, evaluate, and coach staff; manage performance issues promptly and professionally.
• Use Epic productivity metrics to guide performance coaching and recognition.
• Lead and promote a collaborative, accountable team environment.
• Hold regular team meetings and one-on-ones to:
  • Review expectations and productivity benchmarks
  • Identify training needs and development plans
  • Reinforce organizational values
• Collaborate across sites with other Office Managers and clinical leaders to standardize workflows and expectations.

• Foster a patient-centered environment that promotes access, quality, and satisfaction.
• Partner with the Patient Experience Coordinator to investigate and resolve patient concerns.
• Collaborate with operational and medical teams on quality initiatives.
• Use Epic data and patient experience insights to improve wait times, access, and continuity of care.

• Manage supply inventory and coordinate equipment maintenance with clinical teams.
• Oversee IT and Epic access needs for staff.
• Support ongoing Epic workflow training and adherence to documentation standards.
• Assist with onboarding new providers, new services, and new specialties.
• Ensure adherence to organizational policies, procedures, and regulatory requirements.

• Associate’s or Bachelor’s degree in healthcare administration, business, or related field preferred.
• Minimum 5 years of healthcare management experience, ideally in a multispecialty or medical office setting.
• Experience supervising clinical and administrative staff.
• Strong understanding of clinic operations, including scheduling, productivity, and compliance.
• Demonstrated ability to interpret and use data to drive operational decision-making.
• Excellent communication, problem-solving, and organizational skills.