Office Manager

Office Manager Texas Spine and Pain Frisco, TX Job Details Full-time $50,000 - $80,000 a year 1 day ago Benefits Paid holidays Health insurance Paid time off Qualifications Vendor relationship building OSHA (regulatory compliance area) Computer operation Insurance prior authorization Medicare Electronic health records (EHR) management Achieving HIPAA compliance Regulatory compliance HIPAA Executive administrative support Clinic experience State healthcare regulations Financial analysis ICD-10 Supervising experience Medical records Team management DEA License Healthcare team management Healthcare financial management Workers' compensation Clerical experience Office management Office experience Analytics Full Job Description Position Summary Texas Spine and Pain, a growing orthopedic spine surgery practice serving the Dallas-Fort Worth metroplex, is seeking an experienced and proactive Office Manager to lead the day-to-day operations of our multi-site clinic. The Office Manager is responsible for the operational, administrative, and personnel functions of the practice, ensuring efficient patient flow, regulatory compliance, financial discipline, and a professional environment that supports clinical excellence. This is a hands-on leadership role reporting directly to the physician-owner. The ideal candidate is a strong communicator with proven experience managing a specialty physician practice (orthopedic, neurosurgery, pain management, or similar surgical sub-specialty preferred), deep knowledge of revenue cycle and prior authorization workflows, and the operational maturity to manage staff across multiple Texas clinic locations. Key Responsibilities Operations & Multi-Site Management Oversee daily operations across all clinic locations (Plano, Frisco, Irving, Dallas), ensuring consistent workflows, patient experience, and service standards. Manage front-office and back-office staff, including medical assistants, front desk, schedulers, and authorization coordinators. Optimize patient scheduling templates, surgical scheduling coordination, and clinic throughput in eClinicalWorks. Serve as the operational point of contact for vendors, building management, IT support, and equipment service providers. Coordinate logistics for ambulatory surgery center development and integration as that project advances. Revenue Cycle & Financial Oversight Partner with the external billing team (RCM vendor) and in-house billing personnel to monitor charge capture, claim submission, denials, AR aging, and collections. Review daily and weekly reports on collections, accounts receivable, denial trends, and write-offs; flag and escalate variances. Oversee prior authorization workflows for surgical procedures, injections, and durable medical equipment; ensure timely submission, appeals, and tracking. Manage patient financial counseling, cash-pay quoting, payment plans, and No Surprises Act good-faith estimate workflows. Reconcile daily deposits, copays, and patient payments; coordinate with the practice accountant on monthly close. Human Resources & Staff Management Recruit, onboard, train, and supervise non-clinical and clinical support staff across all sites. Conduct performance reviews, coaching, disciplinary action, and termination decisions in coordination with the physician-owner. Maintain employee files, time-and-attendance records, PTO tracking, and payroll submission. Administer benefits enrollment and serve as the staff liaison for HR-related questions. Foster a respectful, professional, and patient-centered culture across all locations. Compliance & Risk Management Maintain HIPAA, OSHA, and Texas Medical Board compliance across all clinic operations. Oversee medical records management, release-of-information requests, and subpoena handling. Maintain provider credentialing files, payer enrollment status, malpractice coverage documentation, and DEA/state licensure renewals in coordination with the credentialing vendor. Manage incident reporting, patient complaints, and grievance resolution. Ensure adherence to Stark Law, Anti-Kickback Statute, and other federal and state healthcare regulations in all operational decisions. Patient Experience & Practice Growth Monitor patient satisfaction, online reviews, and call-handling metrics; implement service recovery and continuous improvement measures. Coordinate physician liaison and referral marketing activities with the marketing vendor and physician-owner. Track new patient volume, conversion rates, and surgical conversion by referral source. Support practice initiatives including out-of-area patient onboarding, cash-pay service lines, and letter-of-protection/personal-injury case workflows. Vendor, Supply & Facility Management Manage clinic supply ordering, inventory, and vendor relationships (medical supplies, office supplies, biologics, DME). Negotiate and review service contracts (EHR, RCM, IT, cleaning, security, transcription/scribe services). Coordinate facility maintenance, lease compliance, and any clinic build-out or relocation activity. Required Qualifications Minimum 5 years of progressive experience managing a physician practice, with at least 2 years in a surgical or procedural specialty (orthopedics, neurosurgery, spine, pain management, or similar) is ideal but not needed . Demonstrated working knowledge of

CPT/ICD-10

coding, prior authorization workflows, and payer rules for Medicare, Medicare Advantage, commercial, and workers' compensation payers. Hands-on proficiency with electronic health records (eClinicalWorks strongly preferred) and practice management software. Strong understanding of HIPAA, OSHA, and Texas Medical Board regulatory requirements. Proven supervisory experience managing teams of 5 or more staff members across one or more sites. Excellent interpersonal, written, and verbal communication skills. Strong analytical skills with the ability to interpret financial and operational reports. Reliable transportation and willingness to travel between clinic locations in the DFW area as needed. Preferred Qualifications Bachelor's degree in healthcare administration, business, or related field. Certified Medical Practice Executive (CMPE) or Certified Medical Manager (CMM) credential. Prior experience supporting an ambulatory surgery center, including ASC development or operations. Experience with personal injury / letter-of-protection case management. Familiarity with payer contracting through an IPA or CIN (e.g., Genesis Physicians Group / GSN). Bilingual English/Spanish. Key Competencies Ownership mindset — treats the practice as if it were their own. Detail-oriented with strong follow-through; closes the loop on every task. Comfortable holding staff accountable while maintaining a positive culture. Discreet, professional, and able to handle sensitive personnel and patient information. Calm under pressure; able to manage competing priorities and unexpected operational issues. Tech-savvy and willing to leverage AI tools, automation, and analytics to improve operations.

Reporting Structure & Schedule Reports To:

Physician-Owner, Texas Spine Group PLLC Direct Reports:

Front desk staff, medical assistants, schedulers, prior authorization coordinators, in-house billing support

Schedule:

Full-time, Monday-Friday, generally 8:00 AM-5:00 PM; occasional after-hours availability for operational issues

Primary Location:

Plano, TX (3465 National Drive, Suite 105) with regular travel to Frisco, Irving, Dallas, and other locations as needed. Compensation & Benefits Competitive base salary commensurate with experience and credentials. Performance-based annual bonus tied to operational and financial metrics. Paid time off and paid holidays. Health insurance contribution. Professional development and continuing education support.

Pay:

$50,000.00 - $80,000.00 per year

Work Location:

In person