Clinic Office Manager Cutting Edge Surgical Medical Group Merced, CA Job Details Full-time From $68,000 a year 21 hours ago Benefits Paid holidays Health insurance Paid time off 401(k) matching Qualifications Customer communication

Full Job Description Medical Office Manager Reports To:

COO Location:

Merced, California Employment Type:

Full-Time About Us Cutting Edge Surgical Medical Group is a leading surgical medical practice dedicated to providing exceptional patient care through innovation, precision, and compassion. We are committed to delivering high-quality specialty care while fostering a professional, collaborative, and patient-centered environment. We are seeking an experienced, organized, and hands-on Medical Office Manager to lead the daily operations of our medical office and support the continued success of our physicians, clinical teams, and staff. Position Overview The Medical Office Manager is responsible for the overall administrative and operational management of the medical office, including staff leadership, scheduling, patient flow, referrals and authorizations, billing coordination, medical records, office resources, vendors, and the patient experience. This role serves as a key liaison among physicians, clinical and administrative staff, patients, insurance companies, billing personnel, hospitals, outside healthcare providers, vendors, and practice leadership. The ideal candidate is a dependable, solutions-oriented leader who can effectively manage competing priorities, resolve operational challenges, improve workflows, and foster a culture of accountability, teamwork, and professionalism. Key Responsibilities Operations & Leadership Ensure that referrals have correct authorizations are seen in a timely fashion and authorizations for surgery are obtained in the same manor Oversee daily operations of the medical office, ensuring workflows run smoothly, efficiently, and professionally. Manage patient flow, including scheduling, check-in/check-out, provider support, and overall patient throughput. Monitor wait times, schedule performance, capacity, and workflow efficiency and take corrective action as needed. Develop, implement, and continuously improve office policies, procedures, workflows, and service standards. Ensure staff understand and consistently follow established policies, procedures, and leadership directives. Maintain accurate patient, medical, and business records in accordance with HIPAA and applicable regulations. Oversee appropriate use of the EMR and other practice-management systems. Ensure office equipment, technology, communication systems, and supplies are maintained and functioning properly. Manage office supplies, inventory, ordering, and related expenses. Identify facility, equipment, safety, or operational concerns and coordinate appropriate corrective action. Serve as the primary operational contact for vendors, service providers, building management, and other outside partners. Staff Management & Development Onboard, train, schedule, supervise, coach, and evaluate office staff. Establish clear expectations and performance standards and hold staff accountable for results. Monitor employee productivity, attendance, performance, and adherence to office procedures. Conduct coaching and performance discussions and participate in formal evaluations and corrective-action processes. Maintain appropriate staffing coverage and coordinate coverage for absences, vacations, and unexpected call-outs. Develop cross-training and contingency plans to maintain continuity of operations. Resolve routine employee questions and workplace conflicts in a professional, solutions-oriented manner. Promote teamwork, professionalism, accountability, and a positive workplace culture. Identify training needs and provide or coordinate ongoing education and retraining. Assist with employee timekeeping and payroll processes as assigned. Provider & Schedule Management Coordinate physician and provider schedules to optimize patient access, office capacity, and provider productivity. Coordinate staff schedules to ensure appropriate coverage for daily operations. Monitor provider schedules and identify issues affecting patient flow, productivity, or access. Work closely with physicians and clinical staff to resolve operational issues affecting patient care and workflow. Coordinate provider onboarding and administrative orientation. Assist with provider credentialing and maintain required licensing and credentialing documentation. Serve as a liaison between physicians, staff, hospitals, surgical centers, referring providers, and other healthcare partners. Patient Experience & Customer Service Promote a welcoming, professional, respectful, and patient-centered environment. Ensure patients and their families receive courteous, responsive, and professional service. Monitor customer service performance and identify opportunities for improvement. Address escalated patient concerns and complaints promptly and effectively. Facilitate effective communication between patients, providers, staff, and insurance companies. Assist patients with questions regarding scheduling, referrals, authorizations, insurance, and other administrative matters. Establish and reinforce appropriate telephone, email, and in-person communication standards. Ensure staff consistently demonstrate professionalism, respect, confidentiality, and compassion. Referrals, Authorizations & Medical Records Obtain and/or oversee processing, tracking, and management of patient referrals to specialists, diagnostic facilities, hospitals, and other healthcare providers. Obtain and/or oversee necessary insurance pre-authorizations and verify payer requirements. Communicate with insurance companies, patients, providers, and outside facilities to ensure timely approvals and accurate documentation. Maintain referral and authorization tracking systems and ensure timely follow-up on pending items. Ensure required documentation is complete and appropriately transmitted to outside providers and facilities. Track outstanding specialist reports, diagnostic results, and other information necessary for continuity of care. Identify recurring referral and authorization issues and develop solutions with appropriate staff. Billing & Financial Administration Support administrative components of the revenue cycle in coordination with internal or external billing personnel. Ensure accurate collection of copays, deductibles, coinsurance, patient balances, and other amounts due. Ensure insurance information is accurately obtained, verified, and maintained. Coordinate with billing personnel regarding charge entry, claims, denials, reimbursement issues, and outstanding balances. Identify workflow issues that may negatively affect collections or reimbursement and assist with corrective action. Monitor office expenses and assist leadership in maintaining operations within budget. Coordinate payment of office bills and invoices as assigned. Manage or coordinate physician and employee payroll as assigned. Compliance, Quality & Risk Management Maintain compliance with HIPAA and applicable federal, state, and local healthcare regulations. Maintain required office licenses, permits, certifications, and regulatory documentation. Monitor staff adherence to policies, procedures, documentation standards, and regulatory requirements. Participate in audits, inspections, accreditation activities, and regulatory reviews as required. Identify compliance, safety, and operational risks and escalate significant concerns to leadership. Support quality-improvement initiatives and implement corrective actions when necessary. Continuously evaluate office processes and recommend improvements that enhance efficiency, patient care, and practice performance. Leadership & Practice Support Serve as a trusted operational resource to physicians, employees, and practice leadership. Communicate regularly with leadership regarding staffing, patient flow, operational concerns, compliance, and financial performance. Prepare reports, correspondence, documentation, and other materials as requested. Follow through on leadership directives and ensure action items are completed. Assist physicians and executive leadership with operational initiatives, process improvement, strategic planning, and practice growth. Coordinate effectively with hospitals, referring providers, diagnostic facilities, insurance companies, vendors, and other healthcare partners. Take ownership of special projects and administrative initiatives assigned by practice leadership. Support other departments or practice locations as needed. Perform other related duties as assigned. Qualifications Bachelor's degree in Healthcare Administration, Business Administration, Management, or related field preferred; equivalent healthcare management experience may be considered with a minimum of 3 years of supervisory, administrative, or medical office management experience, preferably in a healthcare setting. Or equivalent work experience. Demonstrated experience managing staff, schedules, competing priorities, and day-to-day operational issues. Experience in a medical practice, ambulatory healthcare setting, specialty practice, or similar environment. Strong understanding of medical office operations, including scheduling, patient flow, referrals, insurance, authorizations, medical records, and billing coordination. Medical billing, revenue-cycle, provider credentialing, or healthcare compliance experience preferred. Excellent communication, organizational, interpersonal, and problem-solving skills. Strong attention to detail and ability to manage multiple priorities and deadlines. Demonstrated ability to lead, coach, motivate, and hold employees accountable. Professional demeanor with a strong commitment to patient service. Proficiency with Microsoft Office, including Word, Excel, and Outlook. Experience with EMR, practice-management, scheduling, or other healthcare software. Ability to maintain strict confidentiality and discretion with sensitive patient, employee, and business information. Bilingual skills are a plus.

Key Competencies Operational Leadership:

Ability to effectively manage the daily complexities of a busy medical practice.

People Leadership:

Ability to develop, motivate, coach, and hold employees accountable while fostering a positive team environment.

Patient-Centered Service:

Commitment to delivering an exceptional and professional patient experience.

Problem Solving:

Ability to identify operational challenges and implement practical, timely solutions.

Organization & Follow-Through:

Exceptional ability to manage multiple priorities and ensure assignments are completed.

Communication:

Strong verbal and written communication with physicians, employees, patients, payers, vendors, and outside partners.

Financial Awareness:

Understanding of how operational decisions affect collections, expenses, reimbursement, and practice performance.

Compliance & Accountability:

Commitment to maintaining regulatory compliance, confidentiality, safety, and organizational standards.

Adaptability:

Ability to respond effectively to changing priorities, staffing needs, patient volumes, and operational demands.

Professionalism & Discretion:

Demonstrates sound judgment, reliability, maturity, and professionalism in all interactions. Compensation & Benefits This is a key leadership position with significant responsibility for the successful operation of the medical practice. We offer a competitive compensation and benefits package designed to attract and retain an experienced healthcare operations professional, including: 401(k) retirement plan with employer match. Health care coverage through Kaiser Permanente. PTO program, including paid holidays. Why Join Us? Play a key leadership role in a growing surgical medical practice. Work directly with physicians and leadership to improve practice operations and patient care. Lead and develop a dedicated healthcare team. Have a meaningful impact on the patient experience and quality of care. Help build efficient systems and processes that support practice growth. Enjoy opportunities for professional development, increased responsibility, and career advancement. Become an integral part of a team committed to excellence, accountability, and exceptional patient care.

Pay:

From $68,000.00 per year

Benefits:

401(k) matching Health insurance Paid time off

Work Location:

In person