Office Manager

We are seeking a highly organized, proactive, and experienced Office Manager to oversee the daily operations of the Integrated Neurology and Pain Management (INPM). This role is critical to ensuring smooth clinic operations across multiple locations while supporting physicians, staff, and patients in a fast-paced medical environment. The Office Manager will serve as the operational backbone of the clinic—balancing staff management, scheduling, financial administration, patient coordination, and compliance. This position requires someone who thrives in responsibility, anticipates needs, and takes ownership of both routine operations and complex administrative challenges. Projects and Responsibilities May Include: Overseeing daily clinic operations and ensuring appropriate staff coverage for all providers Managing front desk and clinical staff schedules, including lunch and absence coverage Acting as a liaison between physicians, staff, patients, insurance companies, and external partners Handling escalated patient concerns and complaints (written, phone, and in-person) Answering patient phone calls when front desk or medical assistants are unavailable Building and maintaining provider and procedure schedules in Epic across multiple locations Coordinating interviews and scheduling meetings for new hires with physicians Managing payroll, accounts payable, and financial reconciliation Processing insurance authorizations for diagnostic tests and procedures Maintaining licenses, credentials, and compliance-related documentation Supporting physicians with administrative and operational needs Managing incoming mail and ensuring proper routing to affiliated entities Over time, the goal is for the Office Manager to function as a trusted operational partner—anticipating clinic needs, identifying workflow gaps, and implementing solutions before issues arise. Professionalism, discretion, sound judgment, and strong leadership are essential in this role. Who Exactly Are We Looking For? In short, does this sound like you? Someone who is a(n): Leader: Able to manage staff confidently, set expectations, and ensure accountability. Communicator: Clear, professional, and effective in written, verbal, and interpersonal communication. Problem-Solver: Comfortable handling escalations, resolving conflicts, and navigating insurance or operational challenges. Detail-Oriented Operator: Meticulous with schedules, payroll, authorizations, and financial records. Trustworthy Professional: Exercises discretion and confidentiality, especially with patient, financial, and physician matters. Adaptable Multitasker: Thrives in a fast-paced, multi-location medical practice with shifting priorities. Why You? As a minimum, you have: An interest in building a career in healthcare administration or medical office management. Some experience (or strong exposure) in administrative support, customer service, or a medical office environment. The ability to stay organized, manage competing priorities, and follow through on tasks. Strong communication skills and comfort interacting with patients, staff, and providers. A willingness to learn new systems, workflows, and medical office processes. Professionalism, discretion, and respect for confidentiality. A dependable, hands-on approach and the ability to take direction while growing into greater responsibility. To Provide More Insight, the Role May Include but Is Not Limited To: Supervising front desk, medical assistants, and administrative staff Ensuring uninterrupted clinic coverage for physicians across locations Creating and maintaining provider schedules for clinic visits and procedures Managing staff time-off requests and coverage approvals Conducting initial interviews and coordinating physician meetings for candidates Processing outgoing insurance authorizations and following up with payers Communicating with insurance companies to resolve authorization issues Managing payroll processing and staff compensation records Paying vendors and reconciling bank statements Coordinating with accountants and financial partners Handling incoming mail and routing documents appropriately Maintaining compliance, licenses, and administrative records Supporting physicians with office and operational matters as needed Continuously improving clinic workflows and operational efficiency Job Type: Full-time Pay: $25.00 - $28.00 per hour Work Location: In person