Medical Office Director

The Medical Office Director is responsible for overseeing the daily operations of a high-performance wellness clinic, ensuring efficiency, compliance, and exceptional patient care. This role is instrumental in optimizing clinic workflows, maintaining financial viability, and driving high-quality patient experiences. The Medical Office Director directly supervises all office personnel, manages staffing, and ensures adherence to organizational policies and procedures. The Medical Office Director must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and tact in patient/staff interactions.NIVA Health Core Values:As a member of the NIVA Health leadership team, you will embody and promote our core values:Teamwork: Foster collaboration and unity across all levels of the organizationResilience: Maintain a positive attitude and determination to overcome challengesOpen-Mindedness: Encourage innovation and diverse perspectivesOwnership: Take responsibility for achieving goals and driving successPositivity: Inspire optimism and enthusiasm throughout the teamDuties And ResponsibilitiesOffice Operations & AdministrationMaintain a reliable presence during regular business hours, ensuring smooth daily operationsOversee general office activities, including mail processing, supply procurement, and equipment maintenanceEnsure high standards of office presentation and efficient functionality of office equipmentManage and maintain record-keeping systems, filing, and corporate databases to ensure data accuracyGenerate and update monthly office reports, including financials, commissions, client payments, and inventory trackingLeadership & Staff ManagementSupervise and lead office personnel, ensuring a cohesive and high-performing teamConduct regular staff meetings and promote a culture of trust, respect, and collaborationOversee hiring processes, including recruiting and interviewing candidatesTrain employees on office procedures, ensuring proficiency in all support staff rolesSet clear performance expectations, monitor staff performance, and conduct evaluationsImplement disciplinary actions when necessary and oversee support staff payroll approvalsEnsure all employees provide exceptional service to patients, guests, managers, and colleaguesClient Relations & Patient ExperienceServe as the primary point of contact for patient inquiries, providing prompt and courteous assistanceAddress and resolve client concerns efficiently to enhance patient satisfactionGuide clients through the service and sales process, including financing options and payment collectionOversee and manage insurance claims processing through the EHR system to ensure billing accuracy and complianceFinancial Viability & Business SupportMonitor and optimize financial performance, tracking KPIs related to revenue, cost control, and patient volumeSupport sales initiatives by assisting with seminars, gathering leads, and tracking sales activityMaintain product knowledge, attend sales training, and implement financing processesEnsure compliance with regulatory requirements and company policies to mitigate financial and operational risksPerformance Metrics (KPIs)Quality: Ensure high standards in office operations, compliance, and staff performancePatient Satisfaction: Enhance client experience by ensuring timely service, effective issue resolution, and positive interactionsFinancial Viability: Oversee cost control, revenue cycle management, and sales support to drive profitabilityComplete other duties as assigned at the discretion of managementThe duties listed are illustrative and not exhaustiveRequirementsQualificationsEducation & ExperienceBachelor's degree in Healthcare Administration, Business Management, or a related field (preferred)Minimum of 3-5 years of experience in medical office management, healthcare administration, or a related leadership roleExperience in a wellness clinic, integrative medicine, or functional medicine practice is a plusStrong knowledge of healthcare regulations, compliance standards, and medical office operationsProficiency in Electronic Health Records (EHR) systems and medical billing proceduresPrior experience with financial management, scheduling, patient relations, and staff supervision in a clinical settingSkills & CompetenciesLeadership & Team Management: Ability to lead, mentor, and manage a diverse team while fostering a positive and productive work environmentOperational Excellence: Strong organizational and problem-solving skills to ensure smooth office operationsPatient-Centered Approach: Commitment to delivering an exceptional patient experience and maintaining high levels of patient satisfactionFinancial Acumen: Experience in budget management, revenue cycle optimization, and cost controlCommunication & Interpersonal Skills: Strong verbal and written communication skills to interact effectively with staff, patients, and leadershipTechnology Proficiency: Skilled in EHR systems, Microsoft Office Suite, and database managementAdaptability & Decision-Making: Ability to handle multiple priorities, make sound decisions under pressure, and adapt to changing healthcare environmentsCompliance & Risk Management: Knowledge of HIPAA regulations, insurance processes, and healthcare best practicesWork EnvironmentFast-paced medical office and wellness clinic settingDirect interaction with patients, medical providers, office staff, and managementOccasional travel may be required for training, meetings, or multi-location supportRequires adherence to privacy, confidentiality, and professional conduct standardsBenefitsWhat We Offer:Competitive salary starting at $70 - $75k per year, plus performance-based bonus opportunities.A supportive and collaborative work environment.Opportunity to make a meaningful impact in a growing organization focused on wellness and regenerative care.Comprehensive Benefits: Health, dental, vision, life, paid time and holidays, 401k plan with employer matching and more.#IND-NWN