Full job description

The Clinic Manager/Office Administrator is responsible for the day-to-day operations of the clinical office, ensuring smooth workflow, efficient administrative support, and exceptional patient service. This role serves as the primary liaison between medical staff, patients, and administrative personnel, overseeing office procedures, staffing, compliance, scheduling, and budgeting. In the absence of the Clinic Administrator, the Clinical Manager assumes this responsibility and accountability.

Responsibilities:

Administrative & Office Operations

• Oversee front desk operations including patient scheduling, check-in/check-out, and insurance verification.
• Ensure accurate and timely completion of patient records, billing, and documentation.
• Maintain office supplies, equipment, and ensure a clean and safe working environment.
• Develop and implement office policies and procedures to optimize workflow.

Staff Management

• Hire, train, supervise, and evaluate administrative and clinical support staff.
• Create work schedules and ensure adequate staffing levels.
• Promote a team-oriented, patient-centered culture among staff.

Patient Services

• Resolve patient concerns or complaints in a timely and professional manner.
• Monitor patient flow and work to reduce wait times and improve satisfaction.
• Ensure HIPAA compliance and patient confidentiality.

Financial & Compliance

• Assist with budgeting, billing, coding, and payroll processes.
• Monitor accounts receivable, manage vendor relationships, and approve expenses.
• Ensure compliance with healthcare regulations, licensing, OSHA standards, and internal policies.

Technology & Records

• Oversee implementation and use of EHR/EMR systems.
• Ensure staff are trained on medical software and patient management systems.
• Monitor data accuracy, backups, and IT troubleshooting as needed.

Medical Records

· Supervise medical records’ activities and proper documentation both hardcopy and in the computer.

· Ensure employees comply with regulatory and company policies in handling and accessing patient information, referring questions/problems to the Compliance Officer.

Overall Operations

· Be able to back up for all stations as necessary

· Any other activity outside of normal operating procedures

· Keep administrator apprised of activities at regular meetings and present operational and financial report as requested.

· Immediately report any potential liability concerns to supervisor and/or Compliance Officer as appropriate.

· Evaluating and recommending operational changes as company grows.

· Continuously seek ways to improve operations’ effectiveness and service quality.

· Coordinate activities between offices to maintain flow and utilize staff efficiently

Marketing

· Handle complaints from patients, referring entities, attorney calls, etc.

· Maintain positive relationships with referring sources and patients.

· Conduct marketing visits to referring sources as needed.

· Occasionally monitor top and new referral sources to identify potential problems.

Special projects as needed.

EDUCATION/REQUIREMENTS:

Education & Experience:

• Bachelor’s degree in Healthcare Administration, Business, or a related field preferred, but not required.
• Equivalent combination of education and hands-on experience in a medical office or healthcare setting will be considered.
• Minimum 3–5 years of experience in clinical office administration or healthcare management.
• Previous supervisory or leadership experience in a healthcare environment strongly preferred.
• Effective working knowledge of healthcare financial management, medical practice accounting, third party reimbursement issues, patient flow and facilities management, patient and staff engagement and strong communication skills required.

Skills & Competencies:

• Strong leadership, organizational, and team-building skills.
• Working knowledge of medical terminology, health insurance, and healthcare compliance (HIPAA, OSHA).
• Proficiency with EHR/EMR systems and Microsoft Office applications.
• Excellent verbal and written communication skills.
• Ability to multitask and solve problems in a fast-paced clinical environment.

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Equal Employment Opportunity & Work Force Diversity

Our organization is an equal opportunity employer and will not discriminate against any employee or applicant for employment based on race, color, creed, sex, religion, marital status, age, national origin or ancestry, physical or mental disability, medical condition, parental status, sexual orientation, veteran status, genetic testing results or any other consideration made unlawful by federal, state or local laws. This practice relates to all personnel matters such as compensation, benefits, training, promotions, transfers, layoffs, etc. Furthermore, our organization is committed to going beyond the legal requirements of equal employment opportunity to take positive actions which ensure diversity in the workplace and result in a multi-cultural organization.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

If you are viewing this role on a job board such as indeed.com or LinkedIn, please know that pay bands are auto assigned and may not reflect the true pay band within the organization.