Medical Clinic Office Manager

Occupational Medicine & Sports Medicine Practice

Position Summary

The Medical Office Manager oversees daily administrative operations to ensure efficient delivery of occupational medicine and sports medicine services. This role supervises administrative staff, supports clinical workflows, strengthens employer and community relationships, and ensures regulatory and payer compliance. The Manager plays a key role in coordinating employer-services programs, managing referral and return-to-work processes, and ensuring an exceptional patient experience for both workers’ compensation and sports medicine populations.

Key Responsibilities

Operations Management

• Manage front-office operations, including scheduling, check-in/out, referrals, and medical records requests.
• Oversee workflows related to occupational health services including:
• Pre-employment physicals
• Drug/alcohol testing
• DOT exams
• Immunization programs
• Work injury care & return-to-work coordination
• Ensure timely patient flow between physicians, athletic trainers, and physical therapists.
• Maintain SOPs for office, employer-related processes, and sports-rehab operations.
• Coordinate equipment and supply ordering for clinical and therapy spaces.

Staff Supervision & Development

• Hire, train, schedule, and evaluate administrative and support staff.
• Ensure ongoing staff development and competency in occupational medicine and workers’ comp processes.
• Provide coaching, performance improvement plans, and mentorship.
• Foster a high-performance, patient-service-oriented culture.

Patient & Client Experience

• Oversee patient service and employer service delivery, ensuring responsiveness and professionalism.
• Manage relationships with employer clients, ensuring timely communication and follow-through on results, authorizations, and return-to-work documentation.
• Support referral coordination for sports medicine, orthopedic partners, and physical therapy.
• Address and resolve escalated patient and employer concerns.

Financial & Revenue Cycle Support

• Support billing processes for occupational health, workers’ comp, commercial insurance, and self-pay services.
• Monitor claims, collections, employer contract billing, and accounts receivable.
• Assist in developing and tracking financial goals and KPIs.
• Work with leadership on budgeting, payroll, and reporting.

Compliance & Regulatory Oversight

• Maintain compliance with HIPAA, OSHA, DOT, and state/local requirements.
• Oversee credentialing and licensing documentation for all providers.
• Ensure compliance for drug/alcohol testing programs, including chain-of-custody.
• Maintain safety programs and support emergency preparedness.

Employer & Community Partnerships

• Support business development efforts through strong communication with employer representatives, athletic programs, and community partners.
• Ensure timely reporting of injury status, testing results, and physical exam outcomes.
• Assist with program scheduling, on-site service coordination, and outreach events.

Qualifications

• Associate or Bachelor’s degree in healthcare administration, business, or related field (preferred).
• 2–5 years of medical office leadership experience; occupational medicine or sports medicine experience preferred.
• Knowledge of workers’ compensation processes, employer services, and DOT rules strongly preferred.
• Experience with medical billing, authorization, and referral management.
• Strong communication, organizational, and leadership abilities.

Skills & Competencies

• Understanding of occupational health workflows, drug testing protocols, and DOT compliance
• Familiarity with sports medicine referral pathways
• Staff development and training
• Strong interpersonal and customer service skills
• Problem-solving and conflict resolution
• Ability to prioritize in a fast-paced environment
• Proficiency with EHR/EMR and scheduling systems

Ideal Candidate

The ideal candidate is highly organized, proactive, and excels at coordinating employer services and sports-related patient care. They thrive in a dynamic environment, balancing front-office efficiency with strong communication and relationship-building skills. They enjoy developing staff, improving workflows, and ensuring exceptional service for employers, athletes, and patients.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Medical office management: 5 years (Required)

Work Location: In person