Office Manager

Office Manager – New Yulee Primary Care Office

Coastal Health

Coastal Health is seeking an experienced and dependable Office Manager to lead the daily operations of our New Yulee Primary Care office. This role is critical to ensuring efficient clinic operations, high-quality patient experiences, and effective staff management.

Position Summary

The Office Manager oversees the day-to-day administrative and operational functions of the medical office. This includes supervising staff, managing schedules and payroll, overseeing patient flow, coordinating with the home office, and ensuring compliance with healthcare regulations.

Key Responsibilities

Office & Staff Management

• Supervise daily operations of front office staff, medical assistants, referral coordinators, and other support staff

• Conduct daily staff huddles to address priorities, staffing needs, patient volume, and operational updates

• Recruit, train, coach, and evaluate staff performance; address discipline and development needs

• Ensure appropriate staffing levels in alignment with budget and MGMA baseline recommendations

• Manage employee schedules, payroll, and time-off requests

• Control provider schedules and time-off requests

Patient Flow & Operations

• Manage daily patient volume, including new patient referrals and patient retention efforts

• Maintain a smooth, efficient flow of administrative operations to ensure excellent patient service

• Act as a liaison between office staff and the home office, communicating updates and operational needs

Billing, Records & Compliance

• Oversee medical billing and claims submission, including follow-up with insurance companies

• Ensure timely processing of insurance requests and patient billing statements

• Manage and maintain accurate medical records and required documentation

• Stay current with HIPAA requirements, employment laws, and regulations related to medical office operations

• Support and uphold all established policies, procedures, quality improvement initiatives, safety standards, and regulatory requirements

Supplies & Inventory

• Coordinate and manage medical and office supply orders

• Monitor inventory levels based on usage and maintain par levels

• Record deliveries, restock supplies using FIFO (First In, First Out) method

• Oversee maintenance and replacement of medical equipment and office furniture

• Communicate inventory transfers between facilities

Administrative Oversight

• Complete and regularly review the Manager Quick Start Guide

• Ensure compliance with accreditation and regulatory agency standards

Education

• Bachelor’s degree preferred, ideally with coursework in healthcare administration or a related field

Experience

• Minimum of 3–5 years of healthcare experience required

• At least 1 year of management or leadership experience in a healthcare setting

Performance Requirements

Knowledge

• Medical office practices, terminology, and reimbursement policies

Skills

• Planning, organizing, delegating, and supervising

• Problem-solving and process improvement

• Strong verbal and written communication

Abilities

• Interpret and apply policies and procedures

• Prioritize multiple tasks and requests effectively

• Interact professionally with patients, staff, and the public

Education: Bachelor's degree preferred, preferably with coursework in health care administration.

Experience: Minimum three - five years of healthcare experience required, including one year of management or specific leadership experience in health care.

Performance Requirements:

Knowledge:

1. Knowledge of medical practices, terminology, and reimbursement policies.

Skills:

1. Skill in planning, organizing, delegating, and supervising.
2. Skill in evaluating the effectiveness of existing methods and procedures.
3. Skill in problem solving.
4. Skill in verbal and written communication.

Abilities:

1. Ability to read, interpret, and apply policies and procedures.
2. Ability to set priorities among multiple requests.
3. Ability to interact with patients, medical and administrative staff, and the public effectively.