12027 Clinical Office Manager

Clinical Office Manager

Department: Clinical Operations
Reports To: Director of Operations / Executive Leadership
FLSA Status: Exempt
Location: In Office

Position Summary

The Clinical Office Manager is responsible for overseeing the daily administrative and operational functions of ABF Healthcare Services, Inc.’s clinical office. This role ensures efficient office operations, regulatory compliance, high-quality patient services, and effective coordination between clinical and administrative teams. The Clinical Office Manager plays a critical leadership role in maintaining workflow efficiency, optimizing patient experience, supporting revenue cycle performance, and ensuring compliance with healthcare regulations and company policies.

The ideal candidate is a proactive, detail-oriented healthcare professional with strong leadership skills, operational expertise, and a commitment to excellence in patient-centered care.

Key Responsibilities

1. Operational Leadership & Office Management

• Oversee daily operations of the clinical office to ensure efficiency, productivity, and high service standards.


• Develop, implement, and monitor office policies, procedures, and workflows.


• Ensure adequate staffing coverage and optimize scheduling to meet patient demand.


• Monitor patient flow and implement improvements to reduce wait times and enhance service delivery.


• Coordinate maintenance of office equipment, supplies, and facility needs.


• Maintain a safe, clean, and organized clinical environment.

2. Staff Supervision & Team Development

• Supervise administrative and support staff, including front desk personnel, medical assistants, and billing staff.


• Participate in recruitment, hiring, onboarding, and training of new employees.


• Conduct performance evaluations and provide coaching, mentoring, and corrective action when necessary.


• Foster a collaborative, professional, and patient-centered workplace culture.


• Ensure ongoing staff education related to compliance, customer service, and operational updates.

3. Financial & Revenue Cycle Oversight

• Monitor office budgets, expenses, and resource utilization.


• Oversee billing, coding, and claims submission processes in coordination with revenue cycle staff.


• Review financial reports and key performance indicators (KPIs) to ensure profitability and efficiency.


• Identify opportunities to improve revenue capture and reduce claim denials.


• Ensure accurate documentation to support billing compliance.

4. Regulatory Compliance & Risk Management

• Ensure compliance with federal, state, and local healthcare regulations (HIPAA, OSHA, CMS, etc.).


• Maintain up-to-date knowledge of healthcare laws, accreditation standards, and payer requirements.


• Oversee documentation practices and ensure adherence to confidentiality and data protection standards.


• Coordinate audits and implement corrective action plans as needed.


• Manage incident reporting and risk mitigation processes.

5. Patient Experience & Service Excellence

• Ensure exceptional customer service standards are consistently upheld.


• Address patient concerns, complaints, and service issues in a timely and professional manner.


• Monitor patient satisfaction metrics and implement improvement initiatives.


• Promote a welcoming, compassionate, and efficient patient experience aligned with ABF Healthcare Services, Inc.’s mission and values.

6. Clinical & Administrative Coordination

• Serve as liaison between providers, clinical staff, administrative personnel, and executive leadership.


• Support providers with scheduling optimization and operational needs.


• Coordinate meetings, reporting, and communication across departments.


• Assist in strategic planning initiatives and implementation of new programs or services.

7. Data Management & Reporting

• Maintain accurate patient records and ensure proper electronic health record (EHR) usage.


• Generate operational and performance reports for leadership review.


• Track productivity, patient volume, and operational benchmarks.


• Utilize data analytics to support informed decision-making and process improvements.

Qualifications

Education

• Bachelor’s degree in Healthcare Administration, Business Administration, Nursing, or related field required.


• Master’s degree (MHA, MBA, or related field) preferred.

Experience

• Minimum of 3–5 years of progressive experience in healthcare office management or clinical operations.


• Experience in a medical practice, outpatient clinic, or healthcare facility required.


• Demonstrated experience with revenue cycle management and regulatory compliance.

Knowledge, Skills & Abilities

• Strong understanding of healthcare operations, compliance regulations, and reimbursement processes.


• Proficiency with Electronic Health Records (EHR) systems and practice management software.


• Excellent leadership, organizational, and problem-solving skills.


• Strong financial acumen and analytical abilities.


• Exceptional communication and interpersonal skills.


• Ability to manage multiple priorities in a fast-paced healthcare environment.


• High level of professionalism, discretion, and ethical conduct.

Physical Requirements

• Ability to sit or stand for extended periods.


• Occasional lifting of up to 25 pounds.


• Ability to navigate clinical and office environments safely.

Work Environment

• Clinical and administrative office setting.


• Interaction with patients, clinical staff, administrative personnel, and external partners.


• May require occasional extended hours based on operational needs.