Job Description
The Practice Office Manager supports the daily administrative and operational functions of a busy surgical group. This role assists the Office Manager and Physicians in maintaining a smooth office workflow, ensuring excellent patient service, supporting compliance activities, and helping with general operational duties.
This position does not supervise staff but provides coordination, administrative support, and communication across departments to help keep practice operations efficient and organized.
Key Responsibilities Operations & Workflow
- Assist the Accounting team and Physicians to support surgical case flow, scheduling, and resource allocation to optimize productivity
- Maintain operational procedures, policies, and SOPs
- Manage vendor relationships, inventory ordering, and office purchasing
- Supervise and help manage all other non-clinical duties as assigned
- Print postage and process mail accordingly
Human Resources & People Operations
- Assist HR with onboarding, offboarding, and new-hire paperwork
- Approve employee timecards and schedules in the timekeeping system
- Work with the Accounting department regarding the Bookkeeper to support payroll processing (payroll experience is a plus).
- Manage employee schedules, PTO, and sick time tracking, as well as coverage planning and staffing levels.
- Provide coaching and performance feedback to administrative team members
Finance & Revenue Cycle Support
- Work with the accounting team on Bookkeeper to reconcile payments, cash logs, invoices, and vendor billing.
- Manage employee mileage reimbursements and office-related expense reimbursements.
- Partner with accounting regarding Bookkeeper and Physicians to manage financial obligations, including rent, buy-out payments, and LDP buy-outs
Compliance / Quality / Risk
- Maintain confidentiality and ensure ongoing HIPAA compliance
- Maintain survey readiness (AAAHC, Joint Commission, Medicare/CMS)
- Support QAPI initiatives, safety processes, compliance checklists, and incident reporting
- Prepare DME quarterly sales tax reports
Qualifications - 4+ years of medical office or surgical center operations leadership experience
- Some knowledge of HR, including onboarding, benefits, and payroll/timekeeping support, will put you at the top of the list.
- Strong understanding of insurance, prior authorizations, billing workflows, and revenue cycle fundamentals
- Knowledge of HIPAA, Medicare/CMS requirements, and ASC compliance standards
- Excellent communication, leadership, prioritization, and problem-solving skills
- Experience with HR systems and ERP platforms is a plus
- Proficiency in Microsoft Office
- Team-oriented, strong leadership presence, and comfortable wearing scrubs
- Experience with Accounting and HR systems, or the ability to learn them quickly.
Physical Requirements - Ability to sit, stand, walk, and move between clinical and administrative areas throughout the day
- Ability to lift up to 20 pounds occasionally (files, supplies, office materials)
Job Tags
Work at office,