Healthcare Office Manager (Lowell)

About Us

The Vascular Care Group Tufts Medicine and Commonwealth Radiology Associates have opened a state-of-the-art outpatient Vascular Vein Center in Lowell MA to enhance the patient care experience by providing advanced diagnostic and therapeutic services including vascular interventions vein treatments and specialized medical care in a comfortable cutting-edge environment. This collaboration ensures patients receive the highest quality care from a team of leading vascular and interventional specialists.

Overview

The Lowell Vascular Vein Center is seeking an operational and strategic leader who will be accountable for driving the growth efficiency and day-to-day activities of the practice. The Office Manager should take a proactive hands-on approach to schedule management staff performance resource optimization and patient flow anticipating operational needs and challenges and continually seeking opportunities to expand the practices capacity and impact. The Office Manager is responsible for supporting a high-functioning engaged team and for ensuring that best practices quality standards and all applicable regulations are met. This role reports to the Director of Clinical Operations and will work in close collaboration with the clinicians within the practice Tufts Medicine and Lowell General Hospital Commonwealth Radiologogy and the broader healthcare community.

This role is exempt. The practice offers medical dental vision benefits including a company match with our 401K.

Responsibilities

• Lead day-to-day operations of the practice with a proactive mindset addressing workflow opportunities resolving issues before they affect patients or staff and improving operational efficiency across all functions
• Proactively manage and optimize provider schedules to maximize clinical capacity reduce gaps and support practice growth
• Champion a culture of exceptional patient experience addressing concerns promptly and thoroughly implementing root-cause corrective actions and monitoring and reacting to satisfaction metrics to drive continuous service improvement
• Recruit hire onboard and support high-performing administrative and clinical staff setting clear performance expectations conducting regular reviews leading regular all-staff and function-specific meetings providing ongoing coaching and holding staff accountable to consistent standards policies and procedures
• Manage staffing levels scheduling coverage and resource allocation in coordination with leads to meet the demands of a growing practice planning ahead for absences and volume fluctuations to ensure seamless daily operations
• Oversee patient scheduling registration financial counseling medical records billing and collections and cash posting ensuring all workflows are efficient accurate and patient-centered
• Drive physician and referral source outreach to grow the practices patient base; track referral patterns identify growth opportunities and collaborate with leadership to expand service reach in the Greater Lowell market
• Oversee and provide administrative support for obtaining and maintaining QUAD A and IAC accreditation as applicable
• Support clinician credentialing and licensing as well as coordination of professional development activities
• Ensure regulatory compliance with HIPAA OSHA labor laws and other federal state and local regulations
• Lead and manage operational projects and practice improvement initiatives from inception through execution proactively identifying inefficiencies and implementing solutions that support the growth and sustainability of the Lowell site
• Serve as a key liaison with Lowell General Hospital Tufts Medicine and Commonwealth Radiology affiliations and other partner organizations and vendors fostering strong relationships that support patient referrals and care coordination and the continued smooth operations of the practice

Requirements

• Minimum of 35 years of experience in a medical office or outpatient clinical setting with demonstrated ownership of operational outcomes
• 3 years in a supervisory or management role with direct accountability for staff performance schedule management and office operations
• Knowledge of business finance and accounting fundamentals; an Associates or Bachelors degree in Business Administration Health Care Administration or a related field is preferred
• Solid understanding of billing revenue cycle and payer regulations including Medicare Medicaid and commercial insurance
• Human resources experience encompassing full-cycle hiring onboarding supervision performance management and employee relations; familiarity with applicable labor law and HR best practices in a healthcare setting
• Proficiency with healthcare software and EHR systems (Epic experience a plus); working knowledge of office and clinical supply management and equipment maintenance requirements for a medical setting
• Excellent interpersonal communication and customer service skills; ability to engage professionally and effectively with a broad range of stakeholders including clinicians administrative and clinical staff patients and families payers vendors and regulatory agencies across all communication channels
• Comfort with data and reporting; ability to collect monitor and interpret key practice metrics (such as scheduling productivity referral volume revenue cycle) identify trends and present findings to clinical and administrative leadership to inform operational decisions
• Strong knowledge of continuous process improvement; demonstrated ability to analyze operational data identify gaps and implement measurable improvements to efficiency capacity and growth

Compensation

$90000 - $120000 per year. Negotiable based on skills and experience

#Lowell