Medical Office Manager
Location: Wilmington, DE
Job Type: Direct Hire
Company: Internal Medicine Associates, P.A.
Salary: $50,000
Category: Non-Provider
Job Description Apply Now
Medical Office Manager Position OverviewInternal Medicine Associates, a respected and established internal medicine practice, is seeking a dedicated Medical Office Manager to oversee and coordinate the daily operations of our busy healthcare office. This full-time role is critical to ensuring the smooth, efficient, and compliant functioning of our clinical environment. The Medical Office Manager will take the lead in managing administrative staff, supporting human resources activities, and maintaining high standards of patient care and administrative service. Candidates with Accountable Care Organization (ACO) experience are preferred as it enhances our commitment to quality care and operational excellence.
Key Responsibilities- Provide comprehensive human resources support, including supervision and guidance of all administrative staff to ensure patient needs are met effectively.
- Recruit, screen, and interview candidates for job openings; oversee onboarding, training, and ongoing staff education.
- Manage payroll operations using Intuit Quickbooks, including maintaining check registers, processing payroll, and handling all payroll taxes (weekly and quarterly).
- Ensure the practice operates in compliance with all legal and regulatory requirements, including healthcare-specific obligations.
- Coordinate and maintain provider and administrative schedules, ensuring optimal coverage and workflow throughout the office.
- Oversee all aspects of billing, including patient billing, managing bad debt and collection accounts, and addressing billing and insurance inquiries.
- Greet patients warmly, manage office communications, and provide coverage for clerical staff as needed to maintain uninterrupted service.
- Assist with provider credentialing (CAQH), and keep accurate records of license, DEA, and CDS renewals for each provider.
- Prepare, distribute, and review monthly reports with providers to support continuous quality improvement.
- Manage office and medical supply inventories, including ordering and tracking to prevent shortages.
- Maintain and process medical record requests in compliance with HIPAA and privacy standards.
- Support administrative needs such as opening and distributing mail, answering office emails, and assisting with pharmaceutical representative visits when required.
- Participate in meetings and conferences as necessary to represent the office and support continued professional development.
- Perform additional duties as necessary to promote teamwork and keep office operations running smoothly.
- Experience in human resources within a clinical or medical setting, with a proven track record in a managerial role.
- Comprehensive knowledge of healthcare administration, medical office operations, and compliance with healthcare regulations.
- Familiarity with payroll processes, tax requirements, and accounting practices relevant to medical offices.
- Expertise in medical billing and coding, specifically with ICD-10 CM and CPT codes.
- Strong organizational, leadership, and time-management skills; ability to multitask and thrive in high-pressure situations.
- Experience with electronic medical records (EMR) systems, preferably Athena.
- Excellent verbal and written communication skills, with a focus on customer service and patient satisfaction.
- Ability to handle sensitive medical records confidentially and in accordance with HIPAA guidelines.
- Willingness to travel for meetings or conferences as necessary for the position.
As a Medical Office Manager with Internal Medicine Associates, you will be part of a team dedicated to delivering high-quality patient care and supporting the growth of our respected internal medicine practice. Working in this full-time position offers the opportunity to expand your skills in healthcare administration, leadership, and operational management. Our collaborative environment supports professional development and values each team member’s contributions to our ongoing success.
Internal Medicine Associates is committed to providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.