Position SummaryThe Medical Office Manager is responsible for overseeing the daily administrative and operational functions of a pulmonary healthcare clinic. This role ensures efficient clinic operations, regulatory compliance, strong staff performance, and a positive patient experience. The Medical Office Manager serves as a key liaison between clinic staff and executive leadership and plays a critical role in driving operational efficiency, patient satisfaction, and financial performance.

Key ResponsibilitiesOversee daily clinic operations to ensure efficient workflow and compliance with HIPAA, JCAHO, and applicable healthcare regulations.

Supervise administrative staff, including hiring, onboarding, training, scheduling, and performance management.

Manage financial and administrative processes, including budgeting, billing coordination, coding oversight, and revenue cycle support.

Maintain accurate medical records and ensure documentation standards are consistently met.

Coordinate closely with clinical staff to support patient care processes and optimize clinic flow.

Implement and maintain policies related to utilization management and managed care.

Ensure patient privacy and confidentiality through strict adherence to HIPAA regulations.

Oversee HR-related functions, including staffing, compliance with employment laws, and employee relations.

Lead practice management initiatives focused on improving patient satisfaction and operational efficiency.

Support front-office operations, including scheduling, billing inquiries, and patient communications.

Serve as the primary point of contact between clinic staff and executive leadership.

QualificationsProven experience in medical office or clinic management, preferably within a specialty practice.

Strong knowledge of medical terminology, medical records management, HIPAA, and healthcare regulations.

Demonstrated leadership experience supervising staff in a healthcare setting.

Solid understanding of insurance verification, eligibility, prior authorizations, and referrals.

Excellent organizational and multitasking skills in a fast-paced clinical environment.

Strong communication skills to effectively collaborate with providers, staff, patients, vendors, and leadership.

Experience with eClinicalWorks (eCW) strongly preferred.

Key Performance Indicators (KPIs)Patient Growth & RetentionNew Patient Acquisition: Number of new patients per month.

Patient Retention Rate: Percentage of returning patients over a defined period.

Patient Referral Rate: Number of patients referred by existing patients.

Marketing & OutreachMarketing Campaign Performance: Number of referrals received from new primary care offices.

Website & Social Media Engagement: Click-throughs and appointment requests via online channels.

Community Outreach Impact: Number of screenings, educational events, or partnerships resulting in patient sign-ups.

Appointment & Scheduling EfficiencyNo-Show Rate: Percentage of patients who miss scheduled appointments.

Cancellation Rate: Percentage of canceled appointments relative to total scheduled appointments.

Average Time to Next Available Appointment: Measure of scheduling accessibility and efficiency.

Patient Engagement & SatisfactionPatient Satisfaction Score: Online ratings and Google reviews.

Follow-Up Compliance Rate: Percentage of patients completing recommended follow-up visits.

Clinical Procedures & RevenueProcedures Performed: Number of pulmonary procedures performed per month.

Procedure Conversion Rate: Percentage of consultations resulting in procedures.

Revenue per Patient / Procedure: Financial contribution per patient or procedure.

Operational EfficiencyAverage Check-In / Check-Out Time: Measurement of patient flow efficiency.

Staff Utilization Rate: Assessment of workload balance and productivity.

Insurance and Authorization Processing Time: Time from scheduling to approval.

Insurance & Authorization EfficiencyDenial Rate: Percentage of claims denied by insurance.

Authorization Accuracy Rate: Percentage of visits or procedures with correct prior authorization before service.

Referral Compliance Rate: Percentage of referrals submitted with complete and accurate documentation.

Compensation and BenefitsCompany contribution of 50% toward employee health, dental, and vision insurance premiums.

Supplemental health benefits, including life insurance.

Comprehensive paid time off (PTO) package.

Seven (7) paid company holidays.

Physical RequirementsThe physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position.

Ability to sit, stand, walk, and move throughout the clinic for extended periods of time.

Ability to communicate clearly and effectively with patients, staff, providers, and leadership.

Visual acuity sufficient to read medical records, schedules, and electronic health records.

Manual dexterity for keyboarding, data entry, and handling paperwork.

Ability to use standard office equipment, including computers, phones, printers, and copiers.

Ability to occasionally lift, carry, push, or pull up to 25 pounds.

Ability to maintain focus and accuracy in a fast-paced clinical environment with frequent interruptions.

Work EnvironmentThe work environment characteristics described below are representative of those an employee may encounter while performing the essential functions of this position.

Primarily an in-person medical office and clinical environment.

Frequent interaction with patients, providers, and clinical staff.

Potential exposure to infectious diseases, bodily fluids, and medical equipment typical of a healthcare setting.

Requirement to adhere to all safety, infection control, and confidentiality policies and procedures.

Standard business hours Monday through Friday, with flexibility for extended or after-hours work as operational needs require.

Moderate noise levels consistent with a busy medical practice.