Job Description

Job Description

Job Description

Job Summary

Vista Medical Center is seeking a highly organized and experienced Office Manager to oversee the day-to-day operations of a busy medical clinic. This role includes coordinating staff, ensuring accurate billing, maintaining office efficiency, and delivering excellent customer service. The Office Manager will play a critical role in ensuring smooth clinic operations, compliance with regulatory standards, and positive patient experiences.

Customer Service & Communication

• Utilize the AIDET communication method with patients and staff.

• Demonstrate exceptional customer service by identifying and resolving patient concerns and service issues.

• Answer phones and handle documentation according to HIPAA and hospital standards.

Operational Oversight

• Maintain functional equipment and ensure timely repair requests.

• Manage supply ordering and inventory control.

• Oversee patient flow by logging patients into the Athena EMR system.

• Maintain current and relevant communications on department bulletin boards.

Billing and Collections

• Accurately input patient and service data for billing purposes.

• Manage charges for multiple specialties including psychiatry, rehabilitation, neurosurgery, and hospitalist services.

• Collect and reconcile daily accounts; assist with weekly and daily financial reporting.

• Understand payer requirements to avoid delays in reimbursement.

Personnel Management

• Assist the VP of Outpatient Operations with HR functions such as interviewing, onboarding, training, and employee performance management.

• Provide administrative supervision to clinic office staff.

Compliance and Professional Development

• Adhere to hospital, departmental, and regulatory standards.

• Attend mandatory training, complete competencies, and engage in professional development.

• Participate in and support strategic and operational initiatives.

Other Duties

• Perform all tasks in a safe and professional manner.

• Adapt to change and maintain confidentiality at all times.

• Complete assigned special projects as needed.

Education

• High School Diploma or equivalent required

• Bachelor's degree in Healthcare Administration, Business, or related field preferred

Experience

• Previous experience in a physician practice or healthcare setting required

• Prior office management experience strongly preferred

Skills & Knowledge

• Proficiency in medical billing, scheduling, and insurance requirements

• Strong leadership, organizational, and interpersonal communication skills

• EMR experience preferred (Athena system a plus)

Certifications/Licensure

• None required

Age of Patients/Customers Served

• Must be able to provide services to patients of all ages

If you are a dedicated professional with strong leadership and administrative skills and are passionate about delivering high-quality care in a dynamic environment, we encourage you to apply and join the Vista Medical Center team.

Vista Medical Center is an Equal Opportunity Employer.

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