Medical Office Manager

Medical Office Manager – Private Primary Care Practice

We are seeking an experienced, highly organized Medical Office Manager to help lead the day-to-day operations of a growing personalized primary care practice in Summerville.

This is a critical role in a small practice. The right person will help ensure that the office runs efficiently, billing and coding are accurate, revenue is captured appropriately, compliance requirements are maintained, and patients receive a warm, responsive experience.

We are looking for someone who takes ownership, follows through, identifies problems early, and is comfortable working independently while partnering closely with the physician.

Key Responsibilities

Billing, Coding & Revenue Cycle

• Oversee the medical billing and coding process for physician services
• Ensure claims are submitted accurately and timely
• Review coding and documentation for accuracy and completeness
• Monitor claim rejections, denials, underpayments and outstanding balances
• Coordinate corrections, appeals and follow-up with payers as needed
• Monitor accounts receivable, including aging and collection trends
• Help ensure copays, deductibles and patient balances are collected appropriately
• Work with insurance companies, clearinghouses and outside billing vendors when applicable
• Identify recurring billing issues and implement solutions
• Provide regular visibility into revenue-cycle performance, including outstanding claims and A/R

Strong medical billing, coding and revenue-cycle experience is required for this position.

Practice Operations

• Oversee daily office operations and workflow
• Develop and maintain efficient policies, procedures and office processes
• Help manage scheduling, referrals, patient communication and follow-up
• Ensure administrative tasks are completed accurately and timely
• Monitor supplies, vendors and routine office expenses
• Identify inefficiencies and recommend practical solutions
• Help establish scalable processes as the practice grows
• Maintain a highly organized front and back office

EMR & Practice Systems

• Maintain and optimize electronic medical record and practice-management workflows
• Assist with EMR templates, configuration and office processes
• Ensure patient demographic, insurance and clinical information is maintained accurately
• Troubleshoot routine EMR and practice-management issues
• Coordinate with software vendors and technical support as needed
• Help ensure consistent documentation and workflow standards
• Support implementation of new technology and office systems

Compliance & Practice Administration

• Help maintain compliance with HIPAA and applicable healthcare requirements
• Maintain required practice policies, procedures and documentation
• Assist with credentialing, payer enrollment and recredentialing
• Track licenses, certifications, renewals and regulatory deadlines
• Help prepare documentation for audits, payer requests or compliance reviews
• Maintain organized personnel, vendor and practice records
• Escalate potential compliance concerns promptly to the physician

Financial & Administrative Support

• Assist with payroll and timekeeping processes as needed
• Coordinate with the practice CPA and other professional advisors
• Help track expenses, invoices and vendor payments
• Provide basic operational and financial reporting to the physician
• Monitor practice expenses and identify opportunities for operational efficiency
• Assist with insurance enrollment and payer-related administrative needs

Patient Experience

• Help create a warm, professional and highly responsive patient experience
• Assist with patient questions or concerns that require escalation
• Help ensure calls, referrals, refill requests and patient needs receive timely follow-up
• Support an office culture centered on personalized service, professionalism and reliability

Team & Clinical Support

Because this is a small practice, flexibility and teamwork are important. The Office Manager should be willing to assist with front-office and patient-flow responsibilities when needed.

The ability to provide Medical Assistant coverage is strongly preferred but not required.

Preferred clinical experience may include:

• Rooming patients and obtaining vital signs
• Phlebotomy and specimen preparation
• EKGs
• Basic diagnostic testing
• Assisting the physician with clinical workflow
• Administering medications or injections within appropriate training and scope

Required Qualifications

• Previous medical office management, billing or revenue-cycle experience
• Strong knowledge of medical billing and coding
• Experience working with commercial insurance and Medicare
• Working knowledge of CPT and ICD-10 coding
• Experience managing claims, denials, appeals and accounts receivable
• Experience with electronic medical record and practice-management systems
• Knowledge of HIPAA and healthcare compliance requirements
• Strong organizational and problem-solving skills
• Excellent attention to detail and accuracy
• Ability to work independently and take ownership of responsibilities
• Strong communication and interpersonal skills
• Ability to prioritize multiple responsibilities and consistently follow through

Preferred Qualifications

• Previous medical office management experience in primary care or internal medicine
• Certified Professional Coder (CPC), Certified Coding Specialist (CCS), or similar credential
• Experience helping open, build or grow an independent physician practice
• Experience working in a small medical office
• Medical Assistant experience or certification
• Phlebotomy experience
• Experience with credentialing and payer enrollment
• Experience working directly with a physician owner

What We Value Most

We are looking for someone who is:

• Honest and trustworthy
• Dependable and accountable
• Highly organized
• Accurate and detail-oriented
• Proactive rather than reactive
• Comfortable identifying a problem and bringing forward a solution
• Able to take direction and receive feedback well
• Flexible and willing to help where needed
• Professional and discreet
• Financially responsible and mindful of practice expenses
• Comfortable working independently
• Committed to follow-through
• Warm and professional with patients

In a small practice, there may not always be another person available to catch a missed detail. We need someone who takes pride in accuracy, closes the loop on responsibilities and treats the success of the practice as something they have a meaningful role in building.

Why Work With Us?

Join a small, patient-centered practice where your expertise will directly shape how the office operates, grows and serves its patients.

Equal Opportunity Employer

We are committed to providing equal employment opportunities and creating a respectful, welcoming workplace. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

A personalized primary care practice in Summerville focused on unhurried visits, strong physician-patient relationships, preventive care, and a warm, highly responsive patient experience.