Office Manager

Description We are looking for an Office Manager to lead the day-to-day operations of a busy medical practice in Troy, New York. This role is responsible for keeping administrative functions organized, supporting providers and staff, and helping create a smooth and welcoming experience for patients. The ideal candidate brings healthcare office leadership experience, strong operational judgment, and the ability to balance staff oversight with hands-on administrative coordination.

Responsibilities:

• Direct daily administrative operations to keep the medical office running smoothly, efficiently, and professionally.

• Lead front-desk and administrative team members by coordinating schedules, assigning work, providing training, and offering ongoing support.

• Respond to patient concerns with professionalism and urgency while helping maintain a high standard of service throughout the practice.

• Oversee key revenue-cycle and intake activities, including insurance verification, referrals, prior authorizations, billing support, and point-of-service collections.

• Safeguard patient documentation by ensuring records are accurate, secure, and handled in accordance with privacy and regulatory standards.

• Partner with physicians and clinical personnel to align workflows, resolve operational issues, and improve daily office coordination.

• Maintain and refine office procedures, monitor staff performance, and address coaching, disciplinary, and development needs when appropriate.

• Support recruiting and onboarding efforts, manage timekeeping and attendance, and help maintain consistent staffing coverage.

• Track supply levels, office expenses, and inventory needs, coordinating purchases to avoid disruptions in operations.

• Review productivity, patient flow, and overall office performance to identify process improvements, control costs, and support reporting, budgeting, and payroll activities. Requirements • At least 2 years of experience working in a medical office or healthcare administration setting.

• Prior experience supervising staff or managing office operations in a healthcare environment.

• Working knowledge of medical terminology, appointment scheduling, insurance workflows, billing practices, and front-office procedures.

• Experience using electronic medical records and practice management software.

• Understanding of patient privacy expectations and healthcare regulatory compliance requirements.

• Strong communication, leadership, organization, and conflict-resolution skills.

• Ability to manage competing priorities in a fast-paced clinical office environment.

• High school diploma or equivalent required; additional education in business, healthcare administration, or a related field is preferred.

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