Company Description Materna Healthcare is dedicated to providing compassionate, comprehensive care tailored to the needs of individuals seeking preconception and prenatal services. The practice was founded with a clear mission to offer modern, evidence-based healthcare that combines clinical excellence with genuine respect for each patient. Materna Healthcare emphasizes a listening-centered approach, ensuring that patients feel heard, supported, and informed throughout their care journey. The team is committed to creating a welcoming environment where individualized care plans and open communication are central to every interaction.
Role Description The Office Manager is a full-time, on-site role based in New York, NY, responsible for overseeing daily clinic operations to ensure an efficient, patient-centered experience. This role manages scheduling workflows, front-desk processes, and patient flow, while monitoring key operational metrics and implementing improvements. The Office Manager supervises non-clinical staff, coordinates staffing and training, and supports adherence to policies, regulatory requirements, and quality standards. Day-to-day responsibilities include optimizing practice management systems, overseeing billing and administrative processes, collaborating with clinical leadership on resource planning, and addressing operational issues to maintain a smooth, reliable practice environment. This role is responsible for
Qualifications
- 1- 3 years experience in healthcare practice operations or medical office management, including oversight of daily workflows and staff coordination.
- Strong skills in scheduling, patient flow management, and use of practice management or EHR systems.
- Knowledge of healthcare compliance, privacy standards, and basic billing and insurance processes.
- Proven ability in team leadership, performance management, and training of administrative staff.
- Excellent organizational, problem-solving, and time management skills, with attention to detail.
- Clear written and verbal communication skills, with the ability to interact effectively with patients and multidisciplinary teams.
- Bachelor’s degree required
- Prior experience in women’s health, maternal care, or outpatient clinical settings is highly beneficial.
Key Responsibilities
- Oversee the day-to-day operations of a fast-growing women's health practice, ensuring an exceptional patient and provider experience.
- Lead all front desk and reception operations, including patient check-in/check-out, scheduling workflows, phone management, and patient communication.
- Own the patient experience, ensuring every patient receives compassionate, timely, and concierge-level service from first contact through follow-up.
- Manage facility operations, including vendor relationships, maintenance requests, office organization, and ensuring the practice is fully operational each day.
- Oversee inventory management, including medical supplies, medications, IV therapy inventory, office supplies, and equipment procurement to maintain uninterrupted clinical operations.
- Develop and maintain standard operating procedures (SOPs) to improve efficiency, consistency, and scalability across the practice.
- Coordinate provider schedules and optimize clinic flow to maximize utilization while maintaining an outstanding patient experience.
- Lead administrative operations, including insurance workflow oversight, referrals, authorizations, billing coordination, and medical record management.
- Manage basic Human Resources functions, including onboarding new employees, maintaining personnel documentation, coordinating interviews, and supporting recruiting efforts.
- Track employee PTO, schedules, and time-off requests, ensuring appropriate staffing coverage at all times.
- Coordinate the hiring process by scheduling interviews, communicating with candidates, and supporting recruitment for both clinical and administrative roles.
- Lead daily team huddles and ensure effective communication between clinical and administrative staff.
- Monitor operational KPIs, identify workflow improvements, and implement solutions that enhance efficiency and patient satisfaction.
- Partner closely with the CEO to operationalize new initiatives, improve processes, and support the continued growth of Materna.
Compensation: $66,000 - $72,000 annually, commensurate with experience. Eligible for performance-based bonus and benefits
Pay: $65,000.00 - $72,000.00 per year
Benefits:
- Dental insurance
- Health insurance
Education:
Work Location: In person
