Job Summary
We are looking for a Vascular Medical Office Manager to be part of our growing
practice. The OM is responsible for organizing office operations and procedures,
controlling correspondence, reviewing and approving time records, assigning and
monitoring clerical functions, and training/mentoring office staff.
Key Responsibilities
● Manage all Athena inboxes (provider and staff), resolving tasks related to
prescription refills, appointment scheduling for CTs/MRIs/consultations, and
patient inquiries.
● Ensure timely resolution of all tasks within the Athena system.
● Review, monitor, and approve employee timecards through Paychex.
● Coordinate and maintain the office staff schedule.
● Conduct weekly inventory checks and order necessary supplies (e.g., Juzo
products, general office supplies, wound care materials).
● Ensure all patient voicemails and messages via Well Received are addressed
promptly.
● Monitor and follow up on digital lead submissions to ensure timely outreach.
● Schedule and coordinate meetings with medical representatives.
● Provide daily operational support to office staff as needed.
● Ensure timely scheduling of patient referrals and follow-up appointments.
● Upload patient CDs to Studycast and contact patients to arrange appointments.
● Monitor the [email protected] email account and ensure timely responses.
● Reschedule appointments for patients without insurance authorization or
coordinate self-pay options.
● Ensure proper authorizations have been obtained for last-minute appointments.
● Respond to messages received via the Athena patient portal.
● Ensure completion of Time-of-Service (TOS) collections at the end of each
business day.
● Maintain efficient clinic workflow and support continuity of care.
● Monitor and document any patient safety incidents according to protocol.
● Support onboarding of new employees, including document completion and
training schedule development.
● Conduct candidate interviews for office positions.
● Ensure patients have appropriate transportation and log is being maintained.
Qualifications
● A minimum of 2 years office administration
● Proven management experience in a medical setting
● Strong computer literacy.
● Leadership qualities with good communication skills.
● Conflict Resolution skills are a must.
● Working knowledge of HIPAA & OSHA compliance.
● Proficient in using office software such as Microsoft Office Suite and EMR
(preferably ATHENA).
● Talent Appreciation – inspires, motivates, coaches, and develops others.
● Listening well and continuously learning and seeking advice and feedback from
others,
● Team builder, leader, and manager – creates a culture of positivity.
● Strong organizational skills with the ability to multitask effectively.
● Excellent communication skills, both written and verbal.
● Ability to handle confidential information with discretion.
● Familiarity with phone systems and other office equipment.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
