JOB SUMMARY
The Office Manager is responsible for the day-to-day administrative and operational functioning of our pediatric outpatient clinics in Spanish Fort, AL and Robertsdale, AL and requires travel to both locations. This role ensures a welcoming, organized, and efficient front-office environment for patients and families, oversees administrative staff, coordinates scheduling and billing support functions, and partners with clinical leadership to maintain compliance with applicable healthcare regulations. The Office Manager serves as a key liaison between clinical staff, families, and payers.
ESSENTIAL JOB DUTIES & RESPONSIBILITIES
- Oversee daily front-office operations, including patient check-in/check-out, phone coverage, and scheduling to ensure smooth clinic flow.
- Supervise, train, and schedule administrative and front-desk staff; conduct performance check-ins and support onboarding of new hires.
- Coordinate patient scheduling across therapy disciplines to optimize clinician utilization and minimize wait times.
- Manage insurance verification, authorization tracking, and coordination with the billing team to reduce claim denials and scheduling conflicts.
- Maintain accurate patient records in the electronic health record (EHR) system in compliance with HIPAA and Alabama state recordkeeping requirements.
- Serve as the primary point of contact for parent/guardian questions, concerns, and complaints, escalating clinical matters to appropriate therapy staff.
- Order and manage office and clinical supplies, and maintain vendor relationships.
- Support HR-related administrative functions such as maintaining personnel files, credentialing, tracking required licensure/certification renewals, and coordinating new-hire paperwork.
- Assist in the development, implementation, and enforcement of clinic policies and procedures.
- Monitor office budget items and report variances to the Clinic Director.
- Ensure the clinic maintains a clean, safe, and welcoming environment consistent with pediatric best practices.
- Support audits, inspections, or accreditation reviews by maintaining organized administrative and compliance documentation.
- Perform other duties as assigned by organizational leadership.
KNOWLEDGE, SKILLS & EXPERIENCE
- Minimum of 3–5 years of office management or healthcare administrative experience, preferably in a pediatric, therapy, or outpatient medical setting.
- Working knowledge of HIPAA privacy and security requirements and general healthcare compliance practices.
- Familiarity with insurance verification, prior authorization processes, and medical billing/coding fundamentals.
- Experience with electronic health record (EHR) and practice management software; proficiency with Google Workspace and Adobe.
- Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced clinical environment.
- Excellent interpersonal and communication skills, with the ability to interact professionally and compassionately with children, families, and clinical staff.
- Demonstrated supervisory or team-lead experience, including staff scheduling and performance feedback.
- Sound judgment and discretion when handling confidential patient and employee information.
- Problem-solving orientation with the ability to de-escalate patient/family concerns calmly and professionally.
EDUCATION & CERTIFICATIONS
- Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field strongly preferred.
- Certification in medical office administration, medical billing/coding, or healthcare management is a plus but not required.
- Current CPR/First Aid certification preferred, or willingness to obtain within a defined onboarding period.
PHYSICAL DEMANDS
- Ability to sit or stand for extended periods while working at a front desk or computer workstation.
- Occasional lifting of up to 35 lbs.
- Frequent use of hands for typing, filing, and operating standard office equipment (computer, phone, copier/scanner).
- Ability to move throughout the clinic, including between reception, treatment areas, and offices, as needed.
- Visual and auditory acuity sufficient to manage phone communications, review documents, and monitor the front-office/waiting area, including young children.
- Ability to remain calm and responsive in a clinical environment that may include noise, activity, and occasional behavioral or medical incidents involving pediatric patients.
CORE COMPETENCIES
- Leadership & Team Management — effectively supervises, motivates, and develops administrative staff.
- Operational Excellence — maintains efficient workflows and consistently meets deadlines in a busy clinic setting.
- Customer/Patient Service Orientation — creates a positive, family-friendly experience for pediatric patients and caregivers.
- Confidentiality & Compliance — upholds HIPAA and organizational policies with consistent discretion.
- Communication — conveys information clearly and professionally across staff, families, and external partners.
- Adaptability — remains flexible and solutions-focused amid shifting schedules, staffing needs, or clinic demands.
- Attention to Detail — ensures accuracy in scheduling, billing coordination, and recordkeeping.
This job description reflects the general nature and level of work being performed and is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Application Question(s):
- Do you have experience managing a medical or clinical office?
Work Location: In person
