Office Lead

Office Lead The Office Lead is responsible for overseeing the day-to-day administrative and clinical support operations of a busy colorectal surgery practice. This role requires a highly organized, proactive individual who can effectively balance patient care coordination, staff support, provider communication, operational oversight, and workflow management in a fast-paced surgical environment. Because this position is expected to provide direct clinical support and cross-cover Medical Assistant responsibilities when needed, hands-on clinical experience would be preferred. The Office Lead serves as a key liaison between physicians, staff, and central administration while maintaining a high standard of patient experience and operational efficiency. Responsibilities 1) Clinical & Administrative Operations Assist with patient care activities according to department protocols and provider direction. Prepare and clean exam and procedure rooms between patient visits while maintaining infection control standards. Clean and maintain instruments, equipment, and sterilization systems according to established maintenance schedules and documentation requirements. Monitor, organize, and restock clinical and office supplies. Explain financial responsibilities to patients and collect copays and balances as required. Prepare and complete bank deposits according to company standards. Maintain provider schedules and clinic templates within the EMR to support efficient patient flow, provider productivity, and optimal block utilization. Communicate provider schedule changes and operational updates to staff and leadership. Serve as back-up Medical Assistant and front office support as needed to maintain clinic operations. Support implementation of operational initiatives, workflow changes, and system updates. 2) Leadership, Staff Support & Supervision Serve as the first point of contact for front office and support staff questions and operational concerns. Assist with interviewing, onboarding, training, and mentoring new employees. Reinforce organizational policies, procedures, service standards, and accountability expectations. Facilitate staff and provider meetings, including preparation of agendas, communication of action items, and follow-through on assigned tasks and workflow changes. Develop, implement, and maintain Standard Operating Procedures (SOPs) to support consistency, efficiency, and compliance across office workflows. Monitor office workflows and identify opportunities for operational improvement. Provide feedback to practice leadership regarding staffing, performance concerns, workflow inefficiencies, and operational needs. Attend leadership and staff meetings and effectively communicate relevant updates back to the office team. Maintain working knowledge of all support staff roles and provide coverage as needed for front office, clinical support, surgery scheduling, and referral coordination functions. Coordinate office response plans related to inclement weather, staffing shortages, or operational disruptions with physician and administrative approval. 3) Patient Experience Promote a professional, welcoming, and patient-centered office environment. Address patient concerns, complaints, or escalations in a timely and professional manner. Assist in resolving scheduling, referral, insurance, and billing concerns in collaboration with appropriate departments. Support patient satisfaction initiatives and service recovery efforts. 4) Coordination & Communication Serve as liaison between clinic staff and central departments including operations, billing, IT, HR, and revenue cycle teams. Ensure timely communication between providers, staff, referring offices, hospitals, and ancillary departments. Support coordination of provider schedules, clinic coverage, outreach activities, and operational planning. Assist with implementation and follow-through of process improvements and organizational initiatives. 5) Compliance & Quality Ensure compliance with HIPAA, OSHA, infection control, and organizational policies and procedures. Monitor completion and accuracy of required documentation, forms, and workflows. Assist with audit readiness, compliance initiatives, and quality improvement efforts. Maintain confidentiality of patient, employee, and organizational information. 6) Surgery Scheduling & Referral Coordination Support all aspects of surgical scheduling including facilities, surgical assistants, testing requirements, prior authorizations, clearances, and provider coordination. Manage high-volume referral and scheduling workflows. Track pre-operative requirements, authorizations, and medical clearances to ensure timely case completion. Support provider clinic utilization and block management strategies. Coordinate communication with hospitals, surgery centers, referring providers, and patients regarding surgical plans and scheduling changes.

Performance Requirements Knowledge:

Knowledge of medical office operations, surgical practice workflows, and medical terminology. Knowledge of EMR systems, scheduling templates, insurance verification, referrals, and surgical coordination workflows. Understanding of regulatory requirements including HIPAA, OSHA, and infection control standards.

Skills:

Strong leadership, organizational, and problem-solving skills. Excellent verbal and written communication skills. Strong ability to develop, implement, and maintain workflows and Standard Operating Procedures (SOPs). Ability to facilitate meetings, communicate expectations clearly, and ensure accountability and follow-through. Proficiency in Microsoft Office applications including Word, Excel, Outlook, and EMR systems. Strong customer service and patient relations skills.

Abilities:

Ability to prioritize and manage multiple responsibilities in a fast-paced environment. Ability to work collaboratively with physicians, staff, patients, and leadership. Ability to maintain professionalism and composure under pressure. Ability to independently identify operational concerns and implement solutions. Ability to provide cross-functional support and staff coverage when needed.

Qualifications:

Medical Assistant experience preferred, or willingness to learn. Previous leadership or supervisory experience in a medical office is required. Surgical specialty experience strongly preferred, ideally in colorectal or other high-volume surgical practices.

Salary:

Up to $32/hour based on experience Must be comfortable commuting between Denver and Thornton offices.

Pay:

Up to $32.00 per hour

Benefits:

Health insurance Paid time off

Work Location:

In person