Job Summary
National Vascular Associates is looking for a Medical Office Manager to be part of our growing practice. The OM is responsible for organizing office operations and procedures, controlling correspondence, reviewing and approving time records, assigning and monitoring clerical functions, and training/mentoring office staff.
Key Responsibilities
- Manage all Athena inboxes (provider and staff), resolving tasks related to prescription refills, appointment scheduling for CTs/MRIs/consultations, and patient inquiries.
- Ensure timely resolution of all tasks within the Athena system.
- Review, monitor, and approve employee timecards through UKG.
- Coordinate and maintain the office staff schedule.
- Conduct weekly inventory checks and order necessary supplies (e.g., Juzo products, general office supplies, wound care materials).
- Ensure all patient voicemails and messages via Well Received are addressed promptly.
- Monitor and follow up on digital lead submissions to ensure timely outreach.
- Schedule and coordinate meetings with medical representatives.
- Provide daily operational support to office staff as needed.
- Ensure timely scheduling of patient referrals and follow-up appointments.
- Upload patient CDs to Studycast and contact patients to arrange appointments.
- Monitor the [email protected] email account and ensure timely responses.
- Reschedule appointments for patients without insurance authorization or coordinate self-pay options.
- Ensure proper authorizations have been obtained for last-minute appointments.
- Respond to messages received via the Athena patient portal.
- Ensure completion of Time-of-Service (TOS) collections at the end of each business day.
- Maintain efficient clinic workflow and support continuity of care.
- Monitor and document any patient safety incidents according to protocol.
- Support onboarding of new employees, including document completion and training schedule development.
- Conduct candidate interviews for office positions.
- Ensure patients have appropriate transportation and log is being maintained.
- Serve as the primary trainer for all clinical staff, including vein procedures
- Demonstrate flexibility by supporting both MA and Reception roles during staff shortages
- A minimum of 2 years office administration experience
- Proven management experience in a medical setting
- Strong computer literacy.
- Leadership qualities with good communication skills.
- Conflict Resolution skills are a must.
- Working knowledge of HIPAA & OSHA compliance.
- Proficient in using office software such as Microsoft Office Suite and EMR (preferably ATHENA).
- Talent Appreciation – inspires, motivates, coaches, and develops others.
- Listening well and continuously learning and seeking advice and feedback from others
- Team builder, leader, and manager – creates a culture of positivity.
- Strong organizational skills with the ability to multitask effectively.
- Excellent communication skills, both written and verbal.
- Ability to handle confidential information with discretion.
- Familiarity with phone systems and other office equipment
