A Medical Office Manager manages a medical practice office for a physician or a group of physicians. Works with physicians; supervises scheduling, bookkeeping, billing and medical records, equipment and supply orders, and other business or administrative work in the office.
Two fixed weekdays selected from Monday, Wednesday, or Friday, based on practice needs and mutual availability
Hours:
8:00 a.m.-4:30 p.m., with a 30-minute unpaid lunch
Paid Hours:
Approximately 16 hours per week
Compensation:
$25.00-$30.00 per hour, based on relevant experience and qualifications About Our Practice Good Listener Medical Center is a growing, independent, physician-owned primary care practice in Pembroke Pines. Our philosophy is that "Healing begins when you're heard." We are a small, patient-centered practice seeking an experienced Medical Office Manager to help strengthen our administrative foundation, improve workflows, support staff accountability, and prepare the office for continued growth. The position will initially consist of two fixed weekdays per week . Additional days or hours may become available in the future based on practice growth, operational needs, employee performance, and mutual agreement. Additional hours are not guaranteed. Position Overview The Medical Office Manager will work directly with the physician-owner to oversee and improve the administrative and operational functions of the practice. This is a hands-on management position for someone who enjoys creating structure, developing practical systems, supervising employees, resolving operational problems, and following matters through completion. Primary ResponsibilitiesOffice Operations and Workflow Improvement Evaluate current administrative processes and identify areas for improvement. Develop and maintain written standard operating procedures, workflow guides, checklists, and task-tracking systems. Improve scheduling, telephone, patient-message, check-in, check-out, and front-desk workflows. Monitor unresolved tasks and ensure appropriate follow-through. Recommend practical systems that support organized practice growth. Maintain accurate and organized administrative records and training materials. eClinicalWorks and Practice Technology Review and standardize administrative workflows within eClinicalWorks. Help staff use eClinicalWorks consistently and efficiently. Monitor task management, scheduling, reports, patient communication, and administrative follow-up. Identify incomplete or inefficient EHR processes. Coordinate support requests for eClinicalWorks and other office technology when needed. Clinical documentation and clinical templates remain under the physician's authority. Staff Supervision and Accountability Supervise and support front-desk and clinical-support employees. Assign responsibilities and monitor task completion. Reinforce expectations regarding attendance, professionalism, communication, and patient service. Assist with onboarding, training, coaching, and performance evaluations. Document significant operational or performance concerns and report them to the physician-owner. Conduct brief staff meetings and maintain clear follow-up items. Maintain approved employee forms, acknowledgments, and training records. Patient Experience and Patient Flow Monitor patient flow during active clinical days. Help ensure efficient check-in, rooming, and check-out. Monitor telephone responsiveness, voicemail follow-up, appointment requests, and patient messages. Address nonclinical patient concerns professionally and respectfully. Review no-shows, cancellations, unconfirmed appointments, and scheduling gaps. Identify opportunities to improve patient communication, satisfaction, and retention. Billing and Revenue-Cycle Coordination Serve as an operational liaison among the front desk, physician-owner, and external billing company. Track unresolved insurance, eligibility, claims, denials, patient-balance, and billing-workflow concerns. Help clarify responsibilities between front-desk personnel and the billing team. Monitor insurance-verification and point-of-service collection procedures. Identify recurring administrative errors that may delay claims or affect collections. Review relevant operational reports and escalate unresolved concerns to the physician-owner. Employee Handbook, Policies, and Compliance Assist the physician-owner and employment counsel with developing, organizing, implementing, and periodically updating the employee handbook and workplace policies. Develop and maintain administrative procedures, workflow manuals, checklists, employee forms, and training materials. Distribute approved policies and maintain signed employee acknowledgments. Monitor consistent implementation of approved workplace policies. Support compliance with HIPAA, OSHA, infection-control, safety, confidentiality, and applicable medical-office requirements. Maintain required administrative logs, policies, and compliance documentation. Help prepare the practice for payer site visits, audits, inspections, and credentialing requests. Promptly escalate sensitive employee-relations, legal, compliance, privacy, or patient-safety concerns to the physician-owner. Inventory, Vendors, and Expenses Establish and oversee an inventory-control system for office and clinical supplies. Monitor supply levels and expiration dates and help prevent shortages or unnecessary purchases. Coordinate with laboratories, medical-waste services, IT support, telephone providers, equipment vendors, and building management. Track vendor, equipment, and facility issues through resolution. Organize vendor invoices, receipts, recurring expenses, and payment-status questions. Coordinate with the accountant, payroll provider, billing company, and other professional services as assigned. The Medical Office Manager will not independently control practice bank accounts, authorize unapproved expenditures, provide professional legal or accounting services, or make clinical coding decisions. Performance Monitoring Prepare a concise weekly report addressing relevant matters such as: Patient volume and schedule utilization No-shows, cancellations, and unconfirmed appointments Telephone and voicemail follow-up Pending referrals and prior authorizations Point-of-service collections Unresolved billing or insurance concerns Patient complaints or service issues Staff task completion and performance concerns Compliance, inventory, and vendor matters Completed projects, pending items, and recommended priorities Required Qualifications At least three years of experience in a physician office, outpatient medical practice, or comparable healthcare setting. At least one year of supervisory, lead, or medical-office management experience. Experience supervising front-desk or clinical-support employees. Demonstrated ability to improve workflows, create procedures, or establish office systems. Working knowledge of scheduling, insurance verification, referrals, prior authorizations, patient balances, and billing workflows. Experience using an electronic health record and practice-management system. Working knowledge of HIPAA, OSHA, confidentiality, and medical-office compliance. Proficiency with Microsoft Office, Google Workspace, or comparable applications. Strong communication, organization, problem-solving, and follow-through. Ability to work independently while communicating appropriately with the physician-owner. Reliable transportation and availability to work two fixed weekdays in Pembroke Pines. Preferred Qualifications Hands-on eClinicalWorks experience. Primary care, family medicine, or internal medicine experience. Experience in a small, independent, or physician-owned practice. Experience creating SOPs, workflow guides, checklists, or KPI reports. Experience assisting with employee handbooks, workplace policies, onboarding, or staff-training materials. Experience coordinating with an external medical-billing company. Professional fluency in English and Spanish. Degree or certification in healthcare administration, business administration, human resources, or medical-practice management. Candidates with strong management experience, advanced eClinicalWorks proficiency, and demonstrated success improving practice operations may qualify for compensation at the upper end of the posted range. Ideal Candidate We are seeking someone who is: Proactive and solution-oriented Highly organized and dependable Professional and calm under pressure Comfortable establishing structure and accountability Able to communicate directly and respectfully Willing to follow issues through completion Comfortable working closely with a physician-owner Interested in helping a small practice grow in an organized and sustainable manner Application Instructions Qualified applicants should submit a résumé describing their medical-office management experience and briefly describe one workflow, staffing, patient-service, policy, or operational improvement they successfully implemented in a healthcare setting. Employment may be contingent upon satisfactory professional references and background screening. Good Listener Medical Center is an equal-opportunity employer.
Pay:
$25.00 - $30.00 per hour Application Question(s): How many years of experience do you have working in a physician office, outpatient medical practice, or similar healthcare setting? How many years of experience do you have supervising front-desk, administrative, or clinical-support employees in a medical office? Are you available to work two fixed weekdays per week from 8:00 a.m. to 4:30 p.m., selected from Monday, Wednesday, or Friday? Are you able to commute reliably to our office in Pembroke Pines, Florida, for an in-person position? Do you have hands-on experience using an electronic health record and practice-management system in a medical office? How would you describe your experience with eClinicalWorks? Do you have experience with medical-office workflows involving insurance verification, referrals, prior authorizations, patient balances, claims, denials, or coordination with a billing company? Are you professionally fluent in both English and Spanish and able to communicate effectively with patients and employees in both languages? Have you successfully improved a workflow or administrative process in a medical office?
