Medical Practice Office Manager

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)