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.
- Must have previous medical office or surgical center operations experience
- Must be able to commute and work on site Monday - Friday, 8:30 - 5:30 PM PST
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, Monday to Friday