Primary Care GreenTree Family Medicine West Palm Beach, FL Job Type:
Full-time Schedule:
Monday-Friday; no weekends
Pay:
$[
INSERT RANGE
] per hour, based on experience About GreenTree Family Medicine GreenTree Family Medicine is a growing, physician-led primary care practice dedicated to making healthcare personal again. We provide comprehensive adult primary care, same-day appointments, preventive care, chronic disease management, annual wellness visits, weight-management services, and telemedicine. We are building a medical practice known for exceptional patient service, clinical quality, accessibility, and genuine relationships. We are seeking an experienced, highly accountable Office Manager who can take ownership of daily operations and help us build the systems, culture, and team required to support continued growth. Position Summary The Office Manager is responsible for ensuring that the practice operates smoothly, efficiently, and professionally each day. This is a hands-on leadership position—not a desk-only administrative role. The right candidate notices problems before they become emergencies, follows through without repeated reminders, holds staff accountable, and maintains clear communication with the physician-owner. This individual will oversee front-office operations, support clinical workflows, manage staff performance, protect the patient experience, and ensure that essential administrative tasks are completed accurately and on time. Because GreenTree is a growing independent practice, flexibility and initiative are essential. The Office Manager must be willing to assist wherever needed while also developing repeatable systems that make the practice less dependent on constant physician oversight. Key ResponsibilitiesDaily Practice Operations Oversee the daily opening, operation, and closing of the medical office. Ensure the practice is properly staffed and prepared before the first patient arrives. Monitor the daily schedule, patient flow, wait times, staffing needs, and unresolved operational issues. Confirm that phones, computers, printers, internet, cameras, medical equipment, and other essential systems are functioning. Identify operational problems promptly and communicate proposed solutions to the physician-owner. Maintain a clean, organized, welcoming, and professional office environment. Ensure telemedicine and other virtual-care workflows operate smoothly. Staff Leadership and Accountability Supervise, train, coach, and evaluate front-office and clinical support staff. Establish clear daily responsibilities and verify that assigned work is completed. Manage employee schedules, attendance, punctuality, timekeeping, and coverage. Conduct regular staff meetings and communicate changes in policies or workflows. Address performance problems promptly and document coaching, corrective actions, and follow-up. Promote a calm, respectful, team-oriented workplace. Maintain appropriate professional boundaries and confidentiality. Escalate serious performance, compliance, or patient-safety concerns immediately. Patient Experience Ensure every patient is greeted and treated with professionalism, warmth, and respect. Monitor phone response, appointment scheduling, portal messages, check-in, check-out, and follow-up workflows. Respond to patient complaints professionally and work toward timely resolution. Help maintain same-day and next-day appointment access whenever possible. Monitor patient wait times and address delays or breakdowns in communication. Protect the personal, physician-led experience that distinguishes GreenTree from larger corporate practices. Scheduling and Front-Office Oversight Optimize provider schedules while protecting appropriate visit lengths and patient access. Monitor appointment confirmations, cancellations, no-shows, and rescheduling. Ensure insurance information and patient demographics are collected and verified accurately. Oversee referrals, medical-record requests, forms, prior authorizations, and other administrative follow-up. Ensure hospital and specialist records are obtained before relevant appointments, including discharge follow-ups and preoperative visits. Track unresolved tasks and confirm that they are completed rather than simply forwarded. Billing and Revenue-Cycle Support Work with Privia, AthenaOne, billing teams, and practice leadership to resolve administrative billing issues. Monitor registration accuracy, insurance verification, outstanding patient balances, claim-related work queues, and other revenue-cycle workflows assigned to the office. Identify recurring front-office errors that may cause claim denials or delayed payment. Ensure required reports and supporting documents are organized and submitted on time. Maintain appropriate separation between clinical, administrative, and financial responsibilities. Supplies, Vendors, and Facilities Monitor office and medical-supply inventory and prevent unnecessary shortages. Obtain physician approval before placing nonroutine orders, starting subscriptions, or committing the practice to vendor expenses. Maintain accurate records of approved purchases, equipment, services, and subscriptions. Coordinate with vendors, building management, IT support, and maintenance personnel. Verify that security, safety, and emergency systems are functioning appropriately. Maintain organized vendor contracts, invoices, service records, and equipment information. Compliance and Documentation Support compliance with HIPAA, OSHA, infection-control standards, workplace policies, and applicable healthcare regulations. Maintain current office policies, procedures, checklists, and training records. Protect patient, employee, and business information. Ensure staff use approved, HIPAA-compliant systems and communication methods. Assist with audits, inspections, credentialing requests, and compliance-related documentation. Report suspected privacy, safety, or compliance concerns immediately. Practice Growth and Improvement Create practical, repeatable workflows that allow the practice to grow efficiently. Track operational performance, including call handling, scheduling, patient flow, task completion, documentation readiness, and patient-service concerns. Recommend improvements based on measurable results. Assist with onboarding new employees and implementing new services. Support appropriate patient-growth and community-engagement initiatives. Help build an office culture defined by accountability, accuracy, initiative, and excellent service. Required Qualifications At least 2 years of medical-office management or supervisory experience . Experience working in a primary care, multispecialty, or other outpatient medical practice. Working knowledge of medical scheduling, insurance verification, referrals, medical records, and patient-service workflows. Experience supervising employees and addressing performance concerns. Strong organizational, leadership, communication, and problem-solving skills. Ability to prioritize competing responsibilities in a busy clinical environment. High level of accuracy, reliability, discretion, and follow-through. Comfortable learning and using electronic health records, online portals, spreadsheets, and office-management systems. Understanding of HIPAA and the importance of protecting confidential information. High school diploma or equivalent. Preferred Qualifications Experience with AthenaOne, Privia Medical Group, or a comparable electronic health record system . Three or more years of medical-practice management experience. Experience working in an independent or physician-owned practice. Experience with staff onboarding, workflow development, revenue-cycle operations, and healthcare compliance. Associate or bachelor's degree in healthcare administration, business, or a related field. Bilingual English/Spanish communication skills. The Ideal Candidate You may be an excellent fit if you: Take ownership instead of waiting to be reminded. Communicate problems early and arrive with possible solutions. Pay attention to details without losing sight of the larger goal. Can be warm with patients while still holding firm professional standards. Follow established approval processes and do not make unauthorized purchases or commitments. Document important conversations, decisions, and performance concerns. Remain calm, organized, and respectful under pressure. Understand that a small practice requires teamwork, flexibility, and personal responsibility. Want to help build an exceptional medical practice—not simply maintain the status quo. What Success Looks Like A successful Office Manager will ensure that: The office opens prepared and adequately staffed. Patients receive prompt, courteous, and organized service. Necessary medical records are available before appointments. Calls, messages, referrals, forms, and administrative tasks do not remain unresolved. Staff members understand their responsibilities and are held accountable. Supplies and equipment are available without unnecessary or unauthorized spending. Problems are identified early and addressed with minimal disruption to patient care. The physician can focus on caring for patients rather than repeatedly managing preventable administrative issues. Practice operations become more organized, measurable, and scalable over time.
Schedule Monday-Thursday:
approximately 8:30 a.m.-5:00 p.m.
Friday:
approximately 8:30 a.m.-1:00 p.m., with occasional later administrative coverage. No routine weekend schedule. Some schedule flexibility may be required for meetings, staff coverage, training, or urgent operational needs. Application Questions Please answer the following when applying: How many years of medical-office management or supervisory experience do you have? Which electronic health record systems have you used? How many employees have you directly supervised? Describe one workflow or operational problem you identified and improved in a medical practice. How do you hold an employee accountable when an important task is repeatedly missed? Are you available to work on-site Monday through Friday in West Palm Beach? Equal Employment Opportunity GreenTree Family Medicine is an equal-opportunity employer. Employment decisions are made based on qualifications, performance, professionalism, and the needs of the practice without unlawful discrimination.
