Office Manager (Medical Practice)

The Office Manager is responsible for the daily administrative operations of a small sleep medical practice of 7-10 employees, ensuring efficient workflow, exceptional patient service, and compliance with company policies and healthcare regulations. This position oversees front office operations, coordinates patient scheduling, manages insurance-related processes, and supports the providers and clinical staff to ensure a positive patient experience from initial contact through completion of care.

Essential Duties and Responsibilities:

• Oversee the daily operations of the front office to ensure efficient patient flow and excellent customer service.
• Supervise, train, and support front desk staff, monitor office productivity and identify opportunities for process improvement.
• Develop and maintain office procedures to improve operational efficiency.
• Provide outstanding customer service to patients, families, physicians, and referral sources.
• Address patient concerns and resolve scheduling or billing issues professionally and promptly.
• Ensure compliance with HIPAA, OSHA, and all applicable federal, state, and company regulations.
• Maintain office supplies, coordinate equipment maintenance and develop vendor relationships.
• Schedule and reschedule new and established patient appointments.
• Confirm appointments and communicate preparation instructions to patients.
• Ensure patient records and demographic information remain accurate and up to date.
• Coordinate and schedule in-laboratory and home sleep studies.
• Manage provider schedules to maximize efficiency while accommodating patient needs.
• Coordinate with providers, clinical staff, and billing teams to gather medical documentation and resolve authorization issues.
• Verify patient insurance eligibility and coverage for CPAP machines and supplies prior to appointments and procedures.
• Obtain required prior authorizations for office visits, diagnostic testing, sleep studies, and related services.
• Obtain preauthorization of sleep studies and scheduling.
• Communicate authorization requirements, coverage limitations, and patient financial responsibilities.
• Maintain accurate documentation of insurance verification and authorization approvals or denials.
• Follow up with insurance carriers to resolve authorization or eligibility issues.
• Assist with payroll reporting, employee scheduling, and timekeeping as assigned.
• Prepare reports and maintain office records.

• Minimum of 1-2 years of medical office experience, preferably in a supervisory or management role
• Knowledge of medical terminology, insurance plans, and reimbursement processes
• Experience with insurance verification and prior authorizations
• Experience scheduling diagnostic testing or specialty procedures
• Experience with electronic medical record (EMR) systems, practice management software and insurance portals
• Strong leadership and organizational skills
• Strong attention to detail and follow-up skills
• Proficiency with Microsoft Office Suite
• Ability to occasionally lift and carry up to 25 pounds