Medical Office Manager

Quintana Family Medical is a privately owned and operated family medical office serving The Village of Lindenhurst for 25 years. We are seeking an experienced, bilingual leader to join our team.

About the role: The Assistant Front Office Manager works alongside our Front Office Manager to keep the front desk running smoothly. You’ll split your time between hands-on front desk work and assisting leadership with team management and operations, and you’ll run the front office entirely when the manager is not present.

We are seeking a highly skilled and organized Medical Office Manager Assistant to oversee the daily operations of a busy healthcare practice. We pride ourselves on our efficiency while maintaining a fast-paced environment and strive to deliver the best care possible to all our patients.

The ideal candidate will possess extensive medical office experience, strong leadership capabilities, and a comprehensive understanding of healthcare management, including HIPAA compliance and adherence to healthcare regulations.

This role offers an exciting opportunity to join an established and dedicated team.

What you’ll do

Leadership and operations

• Supervise front office staff and make sure daily tasks are completed accurately and on time
• Help onboard and train new front office staff on workflows, customer service standards, and office policies
• Help manage staff schedules, schedule changes, and time-off requests
• Keep front office workflow and patient flow moving, and step in to handle overflow work
• Identify problems and recommend solutions to the Front Office Manager
• Serve as a liaison between front office staff, physicians, and patients
• Ensure HIPAA compliance, patient confidentiality, and adherence to front office policies
• Review front desk data entry, such as demographics, insurance, and new patient forms, for accuracy
• Monitor and maintain office and medical supply inventory, and place orders as needed
• Schedule and coordinate office-wide meetings and staff luncheons
• Cover for other front office staff members as needed

Patient services and front desk

• Greet patients in a friendly, professional manner, and communicate with English- and Spanish-speaking patients in person and by phone
• Check in patients: confirm sign-in, verify insurance and demographics, print encounter forms, confirm payment amounts, and notify clinical staff when patients are ready
• Help patients complete forms and answer insurance questions, and review new patient paperwork for completeness
• Schedule appointments, prioritize by urgency, and handle confirmations, changes, and cancellations
• Answer phones and determine the urgency of each call. Assist the caller, transfer the call to the right staff member, or contact a physician or nurse directly for urgent needs.
• Process physician referrals and insurance authorizations
• Collect payments at check-in and check-out, manage the cash drawer and credit card transactions, and complete end-of-day check and card batches
• Check voicemail regularly and route messages to physicians and staff
• Sort and distribute incoming faxes and mail, and handle outgoing mail
• Handle escalated patient concerns professionally and with empathy

Qualifications

• Minimum of 3 years experience in medical office management or healthcare practice management within clinical settings.
• Proven supervisory experience managing teams in a healthcare environment with strong leadership skills.
• Proficiency in EMR/EHR systems is essential.
• Strong knowledge of health regulation policies including HIPAA compliance and occupational standards.
• Excellent organizational skills with the ability to manage multiple priorities efficiently in a fast-paced setting.
• Knowledge of medical terminology, medical records management, and healthcare practice workflows is required.

Join us in leading a dynamic healthcare team dedicated to delivering outstanding patient care through effective office management and operational excellence!

Pay: $56,000.00 - $66,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Management : 3 years (Preferred)

Language:

• Spanish (Required)

Work Location: In person

Salary : $56,000 - $66,000