Office Manager Kidney & Hypertension Specialists San Antonio, TX Job Details Part-time | Full-time $25 - $32 an hour 1 day ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Employee discount Life insurance Qualifications Staff performance monitoring Teamwork Team member evaluation Team leadership In-person customer service HIPAA Process improvement Team scheduling Attention to detail Clinical documentation Clinical confidentiality policies Full Job Description Office Manager - Specialty Medical Practice Kidney Hypertension Transplant Specialists (KHTS) San Antonio, Texas Full-Time Position Summary Kidney Hypertension Transplant Specialists (KHTS) is seeking an experienced, organized, and highly motivated Office Manager to oversee the daily administrative and operational functions of our specialty medical practice. KHTS is a growing, physician-led practice providing nephrology and hypertension care along with additional specialty and procedural services. The Office Manager will play a key role in ensuring that the clinic operates efficiently, patients receive excellent service, and staff members have the organization, resources, and accountability necessary to perform their responsibilities effectively. This is a hands-on management position . The ideal candidate is comfortable managing employees while also stepping in to solve day-to-day operational problems when necessary. Key ResponsibilitiesClinic Operations & Workflow Oversee the daily operations of the medical office and ensure efficient patient flow. Coordinate front-office and clinical support workflows. Monitor clinic schedules and identify scheduling, staffing, or workflow issues before they disrupt operations. Ensure the clinic opens and closes appropriately and that daily operational responsibilities are completed. Work closely with physicians, advanced practice providers, clinical staff, and administrative leadership. Help develop and implement processes that improve efficiency, patient experience, and staff productivity. Ensure office supplies, clinical supplies, forms, and other operational materials are appropriately maintained. Staff Management Provide day-to-day supervision and direction to front-office and applicable clinical support staff. Assist with employee onboarding, training, scheduling, and ongoing performance management. Establish clear expectations and hold employees accountable for assigned responsibilities. Monitor attendance, punctuality, professionalism, productivity, and completion of assigned tasks. Coordinate staff coverage for PTO, absences, and changes in clinic schedules. Address employee concerns and workflow conflicts professionally and promptly. Conduct or assist with employee evaluations and corrective action when necessary. Promote a professional, respectful, accountable, and team-oriented workplace culture. Patient Experience Ensure patients receive professional, courteous, and timely service throughout their experience with the practice. Assist with escalated patient concerns and complaints. Monitor wait times, scheduling issues, telephone responsiveness, and front-desk performance. Ensure patient concerns are appropriately documented and escalated to leadership or clinical personnel when necessary. Maintain high standards for communication and professionalism throughout the office. Scheduling, Referrals & Administrative Oversight Oversee appointment scheduling and ensure provider schedules are appropriately utilized. Monitor referrals, incoming records, authorizations, and other administrative workflows. Help ensure patients are scheduled for appropriate follow-up appointments, testing, procedures, and specialist services. Identify scheduling gaps, cancellations, and no-shows and work with staff to optimize provider schedules. Ensure telephone calls, portal messages, faxes, and administrative requests are routed and addressed appropriately. Billing & Revenue Cycle Support The Office Manager is not expected to personally perform all billing functions but should understand medical practice revenue-cycle operations and help ensure administrative processes support accurate billing.

Responsibilities may include:

Monitoring front-desk collections and patient balances. Ensuring insurance information is collected and verified appropriately. Monitoring authorization and referral workflows. Working with billing and credentialing teams to resolve administrative issues. Helping ensure documentation and encounters are completed and routed appropriately. Reviewing operational reports related to collections, no-shows, scheduling, and clinic productivity. Escalating recurring billing or workflow problems to leadership. EMR & Technology Utilize eClinicalWorks (eCW) or similar electronic health record/practice management software. Help ensure staff members are using the EMR consistently and appropriately. Assist with implementation of improved electronic workflows and reduction of unnecessary paper processes. Identify workflow or technology problems and coordinate solutions with leadership, vendors, or IT support. Assist with staff training when new workflows or technology are implemented. Compliance & Quality Help ensure compliance with HIPAA, OSHA, infection-control standards, and applicable practice policies. Maintain patient confidentiality and ensure staff follow appropriate privacy and communication standards. Assist leadership with implementation and enforcement of practice policies and procedures. Help maintain required office documentation, logs, training records, and operational checklists. Identify potential compliance or patient-safety concerns and promptly escalate them to appropriate leadership. Leadership & Reporting Serve as an operational liaison between employees, providers, and executive leadership. Provide leadership with regular updates regarding staffing, scheduling, patient concerns, operational problems, and opportunities for improvement. Participate in management meetings as requested. Track key operational metrics such as patient volume, no-shows, scheduling utilization, collections, staffing, and workflow performance. Assist leadership with special projects and practice growth initiatives.

Qualifications Required:

Prior experience working in a medical office, specialty practice, physician group, or comparable healthcare environment. Strong organizational and leadership skills. Experience supervising or coordinating employees. Knowledge of medical office workflows, scheduling, patient communication, and insurance processes. Strong written and verbal communication skills. Ability to handle confidential information professionally. Comfortable addressing employee performance and patient-service issues. Ability to prioritize multiple responsibilities in a fast-paced environment. Proficiency with electronic medical records and standard office technology.

Preferred:

2+ years of medical office management, practice management, or healthcare supervisory experience. Experience in nephrology, cardiology, vascular medicine, dialysis, or another specialty medical practice. Experience with eClinicalWorks (eCW) . Familiarity with medical billing, insurance verification, prior authorizations, referrals, credentialing, and revenue-cycle processes. Experience managing a growing or multi-provider medical practice. Ideal Candidate We are looking for someone who is: Highly organized and able to keep multiple departments and priorities moving. Proactive rather than waiting for problems to be brought to their attention. Accountable and comfortable holding employees to established expectations. Professional and approachable with both patients and employees. Detail-oriented , particularly with scheduling, documentation, and administrative processes. Solution-focused and able to identify inefficient processes and recommend improvements. Comfortable working directly with physicians and executive leadership. Able to balance excellent patient service with the operational needs of a busy medical practice. About Kidney Hypertension Transplant Specialists Kidney Hypertension Transplant Specialists is a physician-led specialty medical practice serving patients throughout the San Antonio area. Our practice focuses on comprehensive kidney and hypertension care while coordinating specialty testing, procedures, dialysis-related care, and other services for patients with complex medical needs. We are continuing to grow and are looking for an Office Manager who can help us maintain strong organization, accountability, patient service, and operational efficiency as the practice expands.

Job Type:

Full-Time Location:

San Antonio, Texas Schedule:

Monday-Friday Compensation will be determined based on experience, qualifications, and the scope of management responsibilities

Pay:

$25.00 - $32.00 per hour Expected hours: 20.0 - 40.0 per week

Benefits:

401(k) matching Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person