Medical Office Manager
Health 1st Wellness Centers - Indianapolis, IN

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Responsible for managing all aspects of the center operations in order to provide quality medical care and services to patients. Directly supervises and coordinates activities of center employees to ensure optimal level of operations and patient satisfaction. Responsible for establishing and maintaining a positive working environment for Health 1st employees. All duties and responsibilities are to be performed in compliance with state and federal laws and regulations governing the legal scope of medical practice.


Reports directly to the Regional Manager and or the Chief Operations Officer. Directly supervises clinical and office personnel. Amazing work schedule. Monday-Thursday work week. Must be available for the following hours: M, W, TH, 9am-7pm. T, 3pm-7pm. There are times when providing care to patients it requires the need to stay later than 7pm. Applicant must be understanding to this fact and make themselves available.

RESPONSIBILITIES include but are not limited to the following:

Prepares any needed schedule for office and clinical employees. Schedules and conducts general staff meetings as necessary.
Responsible for collection, confidentially and accurate maintenance of patient and business documents. Responsible for quality assurance programming of clinical charting. Manages prompt responses for test results and x-ray reports.
Tracks and manages center inventory and initiates re-orders. Manages supplies.
Supports Leadership Team to identify problems with service to patients.
Ensures all certifications are current for their center.
Supervises testing by medical staff to ensure proper performance.
Participates in work of subordinates to facilitate productivity and customer service or overcome difficult aspects of work.
Supervises day-to-day operations of the center. Assures that patients receive excellent customer service. Oversees patient flow and assists medical and office staff as needed. Supports practitioners in providing quality medical care to patients.
Works with Regional Manager to ensure appropriate staffing levels.
Responsible for collecting, tracking, and maintenance of personnel documents in a confidential manner. Ensures proper training and job performance for all staff.
Coordinates with Operations Officer to complete employee hiring, counseling, discipline, performance evaluations, and dismissal.
Handles employee questions and concerns, time-off requests, and other personnel related inquiries. Regularly provides positive encouragement and feedback to staff.
Assists the Regional Manager with the development of revisions to the existing policies and procedures. Updates policy and procedures as needed.
Assures and maintains HIPAA compliance. Provides on-going training and enforces HIPAA requirements.
Acts as program-liaison between Health 1st and its patients. Assists in marketing of company services.
Reports all aspects of the center to the Chief Operations Officer on a regular basis.
Maintains neat appearance of the lobby and reception area, clinic, and its grounds. Assures smooth operation of all equipment and provides for repairs and maintenance of equipment, building and grounds.
Tracks office keys, and other center properties.


Requires working in a clinical setting. Position is primarily office based but maintained at the clinic level. Our locations are made up of employees that are hard working, kind, honest, and loyal.


Direct management experience necessary. Clinical management experience preferable. Must have knowledge of clinical operations, patient flow and basic billing practices and functions.
excellent personal computer and word processor skills.


The principles and procedures of clinical management including the ability to set and meet goals, understand healthcare responsibility, and personnel management.
The principles and processes for providing patent care services. This includes patient needs assessment, meeting quality standards for services, and evaluation of patient satisfaction.
Computerized information systems used in business applications and management systems.
Professional communication principles and practices including business letter writing and report preparation knowledge.


Experience supervising, coaching and developing staff.
Analytical skills and statistical background.
Experience in staffing functions.
Excellent interpersonal and communication skills.
Active listening.
Critical thinking.
Clear speaking ability.
Fluency of ideas.
Excellent organization and detail-oriented skills.
Excellent problem solving skills.
Ability to coordinate and prioritize multiple tasks in a fast-paced environment.
Ability to work under pressure.
Excellent telephone etiquette.
Outstanding professional demeanor.
Respond to requests and inquiries from the general public in person and over the telephone.
Interpret, apply and explain applicable rules and regulations to staff members including learning and following operating procedures.
Analyze and assess training and development needs.
Interpret and advise on the application of HIPAA laws.
Exercise tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
Contribute effectively to the accomplishment of department goals, objectives and activities. Along with contributing to the efficiency and effectiveness of the department’s service to employees and patients by offering suggestions and participating as an active member of the team.
Establish and maintain effective working relationships.
Learn computer software programs; enter and maintain accurate data and statistical information in order to consistently prepare clear and concise reports, correspondence and other written materials.
Ability to initiate actions and make decisions with regular managerial direction and review.
Work well with management. peers and subordinates.


Educational Requirements:
Associates or Bachelor's degree in, Operations Management, Business Management , Administration or health related field and or equivalent previous operations management experience including forecasting, scheduling and real-time operations management.


Competitive compensation package that mirrors your experience, skills, and abilities. Base pay with potential for one of the best profit sharing bonus.. Rewards and recognition for a job well done.

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