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Clinical Office Manager

Medical Front Office | San Antonio, TX | Full Time

Job Description

Clinical Office Manager Needed:

Plastic Surgeon Office needing a Clinical Office Manager to manage office and med spa located in the Medical Center of San Antonio, TX.


General Summary of Duties for Plastic Surgeon Office and Med Spa (“the Practice):

  • Responsible for daily personnel management and oversight of operations.
  • Responsible for the daily enforcement of policies and procedures including; strict adherence to office hours, punctuality, consistent and accurate clocking in of time cards, dress codes and customer service.
  • Responsible for oversight of collections activities or directing others in providing same, tracking claims and Accounts Receivables at the end of the month.
  • Responsible for delegating or providing patient education, coordination and schedule for surgical procedures and directing other in providing same.
  • Assists the physician and other staff in coordination patient care.
  • Functions as the primary liaison among patient, vendors, staff and physicians.


Major Responsibilities/Tasks:

Oversees daily office operations.  Identifies and resolves operational problems, making necessary adjustment in work assignments as needed. Plans and directs registration, insurance, billing, collections, and data processing to ensure accurate patient billing and efficient account collection. Performs best practice interviews, hires, supervises, trains, orients and evaluates staff performance on a regular basis (no less often than every 3 months).  Recommends job changes.  Conducts disciplinary action, consistently documents infractions, counsel employees and terminates if needed. Manages employee schedules and maintains time and attendance records.  Review and verifies time sheets. Calculates commissions for Stadia staff and submits monthly report to CPA. Generates monthly sales tax report for Stadia and the quarterly report for Office. Reconciles daily super bills, creates daily bank deposits and weekly production reports for Office to include Income less Procedure Related Costs. Is responsible for adherence and training, as needed, of all staff and appropriate documentation to ensure compliance with OSHA, HIPAA, Labor Laws, Laser Safety, etc. and framed, displayed and up-to-date certifications for all licensed personnel. Maintains provider applications and credentialing information for all participating health plans. Participates in professional development efforts to ensure the use and incorporation of current health care practices ad trends. Coordinates community and medical practice partnerships. Assists in preparing or producing monthly, quarterly and year-end financial reports. Initiates and answers pertinent correspondence. Maintains required records and files Conducts daily “huddle” (5-10 minutes) and regularly scheduled weekly meetings (15-30 minutes) with all staff to review schedule, dress code adherence and resolve issues.  Minutes will be a record for all meetings.  Attends administrative meetings and participates as requested.  Conducts special projects and studies as needed. Performs other related duties as directed or required. Maintains patient confidentiality. Provides coverage to front and back office as needed. Annual update of personnel manual with owner. Coordinates care of patients including quotes for procedures, surgery scheduling, processing payments, and scheduling follow up visits

EDUCATION: Minimum of Bachelor’s Degree, preferably in business administration or related field.

EXPERIENCE: Minimum of three to five years’ medical office management, including billing and collections experience.

Performance Requirements:


Knowledge of clinic policies and procedures to accurately answer questions from internal and external customers. Knowledge of medical terminology and insurance practices. Knowledge of computer programs and applications with expected mastery of office management software programs (Nextech) within 60 days of hire. Knowledge of grammar, spelling and punctuation to communicate in written format. Knowledge of CPT and ICD-9 and ICD-10 coding. Broad based knowledge of relevant insurance regulations and familiarity with the Health Insurance Portability and Accountability Act (HIPAA) and managed care guidelines for precertification, preauthorization, enrollment and eligibility. Knowledge of medial chart reporting/records.


Skill in effective personnel management including training staff and delegating duties. Skill in trouble-shooting insurance problems and appealing claims. Skill in maximizing insurance collections. Skill in written and verbal communication. Skilled in conflict resolution with staff, patients and vendors.


Ability to work effectively as a team member with physicians and other staff. Ability to process patients and public inquires and respond with poise and efficiency. Ability to flexibly respond to changing demands. Ability to plan, organize, prioritize and direct the work of others. Ability to identify, recognize, evaluate, solve problems, correct errors and recommend solutions. Ability to sort and file materials correctly by alphabetic or numeric systems. Ability to conceptualize workflow, develop plans, and implement appropriate actions. Ability to interpret and understand insurance benefits and reimbursement. Ability to communicate clearly and concisely in writing, by phone and in person. Ability to establish and maintain effective working relationships with patients, employees, and the public. Ability to react calmly and effectively in emergency and stressful situations.

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, Nextech practice management software, Canfield Mirror Imaging software.

Work Environment: Work requires manual hand dexterity for using a computer and calculator, stooping and bending for files and supplies, mobility to complete errands, or sitting for extended periods of time. Occasionally lifting files or paper weighing up to 20 pounds.  Occasionally, work environment may be very stressful.

Mental/Physical Requirements: Normal office environment requiring desk and counter work.  May view computer screens for long periods of time.  Occasional evening or weekend work.  Continual contact with employees and outside parties.