Office Manager - Urgent Care

IM | Health is seeking a friendly, energetic, and customer service-minded Office Manager to run the day-to-day operations of our Urgent Care Division. IM | Health is a privately owned, state-of-the-art medical office offering primary care, urgent care, physical therapy, concierge medicine, nutrition, a performance center, and behavioral health, with a mission to provide comprehensive care in the medical home model.

The Office Manager leads the urgent care front desk and support staff in a fast-paced, walk-in environment. This person owns patient flow, operational performance, inventory and in-house medications, and the overall patient experience. The role reports to practice leadership and works closely with our urgent care providers, billing team, and the other IM | Health divisions.

Key Responsibilities

Operations and Patient Flow

• Manage day-to-day urgent care operations, including opening and closing procedures
• Maintain efficient patient flow from check-in through discharge, adjusting staffing and workflows during peak volume
• Oversee the front desk: registration, insurance verification, co-pay collection, and end-of-day reconciliation
• Prioritize tasks by urgency and resolve operational issues as they arise

Performance and KPI Monitoring

• Track and report key performance indicators, including patient volume, door-to-door time, wait times, and visits per provider hour
• Monitor financial metrics such as point-of-service collections, claim denials tied to front-desk errors, and charge capture
• Review patient satisfaction scores and online reviews, and act on trends
• Present regular KPI summaries to leadership and recommend improvements

In-House Medications

• Manage the in-house medication inventory, including ordering, receiving, storage, and stock rotation
• Maintain accurate medication logs, lot numbers, and expiration tracking; remove and properly dispose of expired stock
• Monitor refrigerated medication and vaccine storage temperatures and keep required logs
• Ensure medication handling complies with practice policy and applicable state and federal regulations

Supplies and Inventory

• Order medical and office supplies and keep the center well-stocked
• Control supply costs

Staff Leadership

• Supervise, schedule, and support front desk and urgent care support staff
• Participate in hiring, onboarding, training, and performance reviews
• Ensure shift coverage and adherence to policies and procedures

Patient Experience and Communication

• Ensure patient satisfaction and serve as the point of escalation for patient concerns
• Follow up with patients as needed, including results callbacks and referrals in coordination with providers
• Manage correspondence to and from other doctors' offices, hospitals, and specialists
• Answer office inquiries and coordinate with other IM | Health divisions

Compliance and Administration

• Maintain HIPAA compliance and the confidentiality of patient records
• Support OSHA, CLIA, and infection control standards for the urgent care space
• Perform administrative duties and other responsibilities as assigned

Qualifications

• Bachelor's degree preferred (healthcare administration or business a plus)
• 1 year of managerial or supervisory experience, preferably in a medical setting
• 1 year of experience with electronic medical records (EMR) and practice management systems
• 1 year of medical office experience; urgent care experience strongly preferred
• Working knowledge of insurance verification, benefits, and front-desk billing processes
• Comfortable working with data, spreadsheets, and performance reports
• Strong communication, problem-solving, and organizational skills with a calm, patient-first demeanor
• Familiarity with HIPAA, OSHA, and medication storage requirements preferred

Job Details

Job type: Full-time

Benefits: Medical insurance, 401(k), and access to our state-of-the-art exercise and fitness facilities

How to Apply

Visit www.im-health.com to learn more. Submit your resume and cover letter to Matt McCue, Assistant Managing Director, at mmccue@im-health.com.

Pay: $28.00 - $33.00 per hour

Work Location: In person

Salary : $28 - $33