Office Manager (Medical)

Description:

Company Overview

Thrive Reconstructive Surgery is a leading reconstructive surgery practice dedicated to providing compassionate, comprehensive care for patients recovering from serious accidents, living with the effects of cancer, managing severe skin conditions, or facing other complex medical challenges that require innovative treatment.

The practice offers a broad range of advanced reconstructive services from emergency and trauma reconstruction to specialized procedures for complex conditions like Hidradenitis Suppurativa, non-healing wounds, pilonidal disease, and breast reconstruction, restoring patients’ form and function with innovative surgical solutions. At the heart of Thrive’s mission is a commitment to efficient, personalized, and compassionate care for every patient.

Thrive’s surgeons, all highly skilled specialists, are known for their extensive expertise and exceptional success rates across a wide range of reconstructive procedures. They work in close collaboration with leading hospitals and referring physicians in the community, reflecting Thrive’s focus on teamwork and comprehensive care for even the most complex cases. This dedication to excellence and compassion not only defines the patient experience at Thrive Reconstructive Surgery, but also shapes its supportive, growth-oriented workplace culture, making a positive difference in the lives of patients and staff alike.

Founded by Dr. Max Pekarev, a board-certified reconstructive surgeon, in 2013, Thrive has grown from its Fort Worth roots to multiple locations across Texas and Kansas. With continued growth underway, we’re always looking for talented individuals to join our team.

Position Overview:

The Office Manager oversees daily operations to ensure efficiency, compliance, and a positive work environment. Key responsibilities include managing financial processes (accounts payable/receivable, payroll, and cash handling), serving as the HR liaison for staffing matters, and supervising staff. The role also handles physician credentialing, maintains EMR systems (Athena), leads team meetings, and fosters collaboration across offices and departments. Additional duties include implementing SOPs, overseeing IT systems, supporting business development initiatives, and promoting a strong office culture.

Working Conditions and Physical Requirements:

The Medical Office Manager typically works in a clinical or administrative office setting within a healthcare facility, such as a physician’s practice, clinic, or outpatient center. The role may require occasional evening or weekend hours to accommodate patient needs or address urgent operational matters. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.

Requirements:

Responsibilities:

• Manage accounts payable and receivable for the office, ensuring timely processing of financial transactions.
• Serve as the primary point of contact for direct communication with Human Resources regarding staffing and personnel matters.
• Oversee credentialing processes for all physicians, including maintaining up-to-date hospital privileges, licenses, certifications, and insurance credentialing.
• Learn and effectively utilize the office’s electronic medical records (EMR) system (Athena) to support clinical and administrative operations.
• Approve staff attendance, paid time off (PTO), and expenses; supervise staff and execute payroll processing.
• Handle and deposit checks and cash in accordance with office policies and procedures.
• Coordinate and lead regular team meetings or huddles on a daily or weekly basis to facilitate communication and collaboration.
• Communicate with other Office Managers to ensure alignment and consistency across locations or departments.
• Foster effective relationships and communication with cross-functional teams, including billing, stakeholders, physicians, staff, and marketing.
• Conduct outreach and make visits to other offices to support business-to-business (B2B) initiatives and partnerships.
• Develop, implement, and enforce systems and standard operating procedures (SOPs) to optimize office operations.
• Oversee IT management to ensure the reliability and security of office technologies and systems.
• Promote and maintain a positive office culture that supports staff engagement and organizational values.
• Create and manage physician call schedules and oversee related reimbursement processes.
• Other duties as assigned.

Required Qualifications:

• Bachelor’s degree in healthcare administration, business management, or related field preferred. May be substituted with relevant work experience.
• Minimum 3 years of experience in medical office administration or healthcare management.
• Strong knowledge of medical billing, coding, and insurance processes.
• Familiarity with electronic health records (EHR) systems and healthcare compliance regulations.
• Excellent communication, leadership, and problem-solving skills.
• Ability to multitask, prioritize, and adapt in a fast-paced environment.
• Proficient in Microsoft Office Suite and general office software.