Physician Practice Office Manager - Family Medicine Residency Program at Mahoning Medical Center - Full Time

Core Duties and Responsibilities

Administrative & Operational Leadership

• Direct daily front- and back-office operations, including scheduling, patient flow, and provider support.
• Serve as the primary point of contact for administrative issues, resolving problems as they arise.
• Implement and enforce office policies, procedures, and workflows in alignment with organizational standards.
• Promote a culture of professionalism, accountability, and collaboration among staff.
• Maintain a safe, clean, and patient-friendly environment in compliance with OSHA and HIPAA standards.

Staff Management

• Supervise, train, and evaluate front and back-office staff, including performance reviews and coaching.
• Monitor staffing levels and coordinate scheduling to ensure adequate coverage and workflow efficiency.
• Collaborate with HR and the Practice Manager on hiring, onboarding, and disciplinary processes.
• Ensure staff are educated on and adhere to protocols, quality initiatives, and compliance requirements.

Patient Services and Satisfaction

• Oversee patient relations and ensure timely resolution of patient complaints or concerns.
• Monitor scheduling and patient access to maximize provider utilization and care continuity.
• Promote strong customer service practices across all patient interactions.
• Ensure timely collection and verification of patient demographic and insurance information.

Quality Improvement and Compliance

• Pull and manage quality reports and patient care gap lists from Microsoft Teams.
• Assign and delegate quality list tasks to appropriate staff; monitor completion and follow-up.
• Work closely with providers and clinical teams to support documentation, billing accuracy, and compliance with value-based care programs.
• Participate in audits and internal reviews as needed.

Financial Oversight

• Ensure timely and accurate collection of co-pays and patient balances.
• Monitor office supply inventory, manage ordering processes, and control costs.
• Support charge entry, documentation accuracy, and coordination with revenue cycle teams as applicable.

Communication and Collaboration

• Act as a liaison between practice staff, providers, administration, and other departments.
• Attend leadership meetings and communicate organizational updates to staff.
• Facilitate regular team huddles or meetings to ensure alignment on practice goals and initiatives.

Specialized Job Responsibilities by Practice Specialty

Note: In addition to the Core Duties and Responsibilities, the Office Manager may be responsible for the following based on the clinical specialty or practice setting.  This role requires strong multitasking abilities to effectively manage day-to-day operations, adapt to varying clinical needs, and respond to real-time challenges. Travel between office locations may be required to provide on-site support, ensure consistency in practice operations, and assist with coverage or training as needed.

Specialty Care 

• Oversee pre-authorization and scheduling for diagnostic tests and procedures.
• Ensure accurate and timely documentation of specialty specific EMR templates.
• Coordinate closely with ancillary service departments (radiology, rehab).
• Management of surgical scheduling, authorization, and referrals.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Completion of accredited medical assistant program preferred OR
• Minimum of 3 years of experience in a medical office setting with both front and back-office responsibilities.
• Prior supervisory or team leadership experience required.
• Current CPR certification required.

Knowledge & Skills

• Working knowledge of EMR systems (Cerner preferred, Sensei-Oral Surgery or Athena- Orthopedics).
• Strong understanding of front and back-office clinical workflows, medical terminology, insurance billing, and HIPAA guidelines.
• Familiarity with CLIA-waived testing, OSHA regulations, and universal precautions.
• Proficiency in Microsoft Office and Teams.
• Critical thinking skills.
• Excellent communication, leadership, and organizational skills.
• Management of requirements related to the service line.

Behavioral Competencies

• Exhibits professionalism, flexibility, and sound judgment.
• Demonstrates initiative and problem-solving ability.
• Maintains confidentiality and diplomacy in all interactions.
• Fosters a team-based approach and supports a positive work culture.
• Strong multitasking skills with the ability to manage multiple priorities and adapt to changing demands.