Clinical Office Manager - Cardiology

Company Overview

Cardiology and Vascular Associates, P.C. is a leading cardiology practice dedicated to providing comprehensive cardiovascular care across multiple locations. Our team of highly trained physicians and healthcare professionals are committed to delivering advanced diagnostic, interventional, and preventive services with a focus on patient-centered excellence.

Job Summary

The Cardiology Office Manager provides day-to-day supervision, coordination, and support to the clinical support staff and clerical staff within the cardiology clinic. The Cardiology Office Manager is working supervisor and serves as a leader, resource and role model for Medical Assistants and Front Desk Staff. Their primary job is to help ensure consistent patient care, efficient clinical workflow, accurate documentation, and compliance with organizational policies and procedures.

This position combines direct patient care responsibilities with Supervision, staff support, training, workflow coordination, performance management and quality improvement activities.

This position supports the CAVA philosophy of interdepartmental and multiple location collaboration and peer support. CAVA desires all leadership staff to coordinate and assist peers under the management of the Clinical Director.

The Cardiology Office Manager works closely with physicians, advanced practice providers, nurses, testing staff, front desk staff, medical assistants and the Clinical Director to promote an efficient, professional, and patient-centered environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES1. Daily Clinical and Administrative Supervision

• Provide day-to-day direction and support to Medical Assistants, Front Desk and Chart Prep staff in their respective office.
• Coordinate Medical Assistant assignments based on daily patient volume and provider schedules.
• Monitor clinic workflow and redistribute workload when necessary.
• Ensure providers have appropriate clinical support throughout the day.
• Serve as the first point of contact for Medical Assistants regarding routine workflow questions.
• Assist with resolving operational issues that arise during the clinic day.
• Escalate significant clinical, staffing, or performance concerns to the Clinical Director.
• Promote teamwork, professionalism, accountability, and respectful communication.
• Lead the office staff by example maintaining a professional and compassionate demeanor.
• Review and approve staff time cards in the ADP software.

2. Patient Care Responsibilities

The Cardiology Office Manager is expected to perform Medical Assistant duties as needed, during short staffing and extra high-volume periods, including:

• Rooming patients.
• Obtaining and documenting vital signs.
• Recording patient medical histories.
• Updating medication (reconciliation) and allergy information.
• Performing EKGs according to established procedures Preparing patients for examinations and procedures.
• Providing routine patient instructions.
• Supporting patient flow from check-in through checkout.
• Performing other clinical duties within the employee's training, competency, certification, and scope of practice.

3. Front Desk & Chart Prep Responsibilities

The Cardiology Office Manager is expected to perform Front Desk duties as needed, during short staffing and extra high-volume periods, including:

· Patient check-in and check-out

· Requires proficiency in the practice management and electronic health record program.

· Answer phone calls

o Enter “phone note” in the EHR

· Assist in patient scheduling

· Obtain New patient and Testing referrals as required

· Provide or oversee pre-operation clearances as required

· Understand the basic chart-prep procedure

· Administrate staff’s login access to applicable hospitals and medical facilities necessary for chart prep

· Work with the chart-prep staff and coordinate coverage as needed.

4. Staff Coordination

The Cardiology Office Manager is responsible for coordinating daily Front Desk and Medical Assistant coverage.

Responsibilities include:

• Reviewing provider schedules.
• Assigning Medical Assistants to providers or clinical areas.
• Adjusting assignments based on patient volume.
• Coordinating coverage for breaks, lunches, and absences.
• Providing coverage as needed at front desk or for MA team.
• Assisting with coverage during unexpected call-offs.
• Identifying staffing shortages.
• Communicating staffing concerns to the Clinical Director.
• Supporting cross-training among Medical Assistants and Front Desk.
• Ensuring appropriate clinical coverage is maintained.

The Cardiology Office Manager does not independently approve changes to employee compensation, employment status, extend leave of absences, or other matters reserved for management.

5. Training and Onboarding

The Cardiology Office Manager assists with the orientation and development of new Medical Assistants.

Responsibilities include:

• Providing department-specific orientation.
• Training employees on clinic workflows.
• Demonstrating appropriate clinical procedures.
• Reviewing EHR workflows.
• Assisting with competency validation.
• Monitoring new employee progress.
• Providing constructive feedback.
• Identifying additional training needs.
• Coordinating with management regarding employees requiring additional support.

6. Performance Support

The Cardiology Office Manager is responsible for providing day-to-day coaching and feedback.

Responsibilities include:

• Reinforcing established performance expectations.
• Providing immediate coaching when workflow or performance issues are identified.
• Recognizing positive performance.
• Documenting significant concerns when requested by management.
• Communicating recurring performance concerns to the Clinical Director.
• Conducting Performance Management and Performance reviews upon the request of the Clinical Director.
• Participating in performance evaluations when requested.
• Supporting employee development plans.

Formal disciplinary action remains the responsibility of authorized management and Human Resources.

6. Clinical Workflow Management

The Cardiology Office Manager monitors daily clinical workflow to promote efficient patient care.

Responsibilities include:

• Monitoring patient flow.
• Identifying delays and bottlenecks.
• Coordinating room availability.
• Ensuring examination rooms are properly prepared.
• Ensuring clinical supplies are available.
• Coordinating provider support.
• Assisting with schedule-related clinical workflow issues.
• Identifying opportunities to improve efficiency.
• Communicating workflow concerns to management.

7. Cardiology-Specific Responsibilities

Depending on the clinic's services and the employee's training, the Cardiology Office Manager may coordinate or assist with:

• Ambulatory blood pressure monitoring.
• PT /INR Testing
• Cardiology referral coordination.
• Follow-up testing.
• Patient education related to prescribed clinical procedures.
• Medication refills when properly trained

The Cardiology Office Manager shall only perform duties for which they have been appropriately trained and deemed competent.

8. Quality and Patient Safety

The Cardiology Office Manager promotes safe and consistent clinical practices.

Responsibilities include:

• Reinforcing patient identification procedures.
• Promoting accurate medication reconciliation.
• Monitoring compliance with clinical workflows.
• Supporting infection prevention practices.
• Ensuring clinical equipment is appropriately maintained and available.
• Reporting patient safety concerns immediately.
• Participating in quality improvement initiatives.
• Identifying recurring clinical workflow issues.
• Supporting corrective actions and process improvements.

9. Documentation and EHR

• Ensure accurate and timely clinical documentation.
• Reinforce appropriate EHR workflows.
• Monitor completion of assigned clinical documentation.
• Assist staff with EHR questions.
• Identify documentation deficiencies and communicate concerns to management.
• Maintain patient confidentiality and comply with HIPAA requirements.

10. Inventory Equipment and Facility

The Cardiology Office Manager assists with maintaining adequate clinical supplies and equipment.

Responsibilities include:

• Monitoring inventory levels.
• Identifying supply shortages.
• Ordering supplies in compliance with practice policies.
• Promoting appropriate use of clinic resources.
• Monitoring expiration dates.
• Ensuring supplies are appropriately stored.
• Reporting damaged or malfunctioning equipment.
• Assisting with equipment maintenance and quality checks.
• Communicating facility repair needs to management.
• Overseeing the cleanliness of the office and working with management to maintain a quality cleaning program with an outside vendor.

11. Communication

The Cardiology Office Manager serves as a communication link between Medical Assistants, Front Desk staff, testing staff, and providers.

Responsibilities include:

• Conducting or participating in daily huddles.
• Communicating workflow changes.
• Promptly communicating and assisting schedule changes for providers absences or schedule closures for other reasons.
• Communicating provider expectations.
• Sharing operational updates with Medical Assistants.
• Escalating concerns to management.
• Promoting professional communication between clinical and administrative departments.

12. Policy and Compliance

The Cardiology Office Manager is expected to promote compliance with:

• HIPAA.
• OSHA requirements.
• Infection prevention standards.
• Patient safety policies.
• Medication handling procedures.
• EHR policies.
• Organizational policies and procedures.
• Applicable clinical standards and regulations.

The Cardiology Office Manager shall promptly report compliance concerns to the Clinical Director.

13. Quality Improvement

The Cardiology Office Manager participates in continuous improvement activities, including:

• Identifying workflow inefficiencies.
• Recommending improvements.
• Monitoring implementation of new workflows.
• Participating in quality improvement projects.
• Supporting patient satisfaction initiatives.
• Helping standardize Medical Assistant practices across the clinic.

SCOPE OF AUTHORITY

The Cardiology Office Manager has authority to:

• Assign daily Medical Assistant duties.
• Coordinate clinical workflow.
• Redistribute daily workload.
• Provide routine coaching.
• Provide clinical workflow guidance.
• Identify training needs.
• Recommend process improvements.
• Escalate staffing and performance concerns.
• Assist with onboarding and competency assessment.

Unless specifically delegated, the Cardiology Office Manager does not have independent authority to:

• Hire or terminate employees.
• Approve compensation changes.
• Change employee job classifications.
• Approve leave of absence requests.
• Issue formal disciplinary action.
• Approve permanent schedule changes.
• Modify organizational policies.
• Make final Performance Management and Performance evaluation decisions. Must acquire authorization from Clinical Director prior to acting.
• Approve overtime outside established procedures.

QUALIFICATIONSEducation

• High school diploma or GED required.
• Completion of an accredited Medical Assistant program preferred. Certification not required.
• Completion of Associates degree in a related field preferred.

Certification

• Current Medical Assistant certification preferred.
• Additional cardiology-related certifications or training preferred.

Experience

• Minimum of 3 years of employment experience in Cardiology, Internal Medicine or Long-Term Care.
• Minimum of 2 years supervisory, mentoring, precepting, or team leadership experience required.
• Experience with electronic health records required.
• A minimum of Intermediate knowledge of the Microsoft Office Suite applications.
• Able to type a minimum of 40 words per minute.

Reports To: Clinical Director

Supervisory Responsibilities: Front Desk Staff, Medical Assistants, and Chart Prep Staff

Physical Requirements

• Ability to stand, walk, bend, and lift up to 25 pounds.
• Manual dexterity to perform clinical procedures.
• Ability to work in a fast-paced healthcare environment.

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• How manager years of clinical management experience do you have?
• How many years of Cardiology, Internal medicine or long term care experience do you have?
• Describe your managerial style?

Work Location: In person

Salary : $40,000 - $50,000