Medical Office Director

Job Description

Job Description

The Medical Office Director is responsible for overseeing the daily operations of a high-performance wellness clinic, ensuring efficiency, compliance, and exceptional patient care. This role is instrumental in optimizing clinic workflows, maintaining financial viability, and driving high-quality patient experiences. The Medical Office Director directly supervises all office personnel, manages staffing, and ensures adherence to organizational policies and procedures. The Medical Office Director must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and tact in patient/staff interactions.

NIVA Health Core Values:
As a member of the NIVA Health leadership team, you will embody and promote our core values:

1. Teamwork: Foster collaboration and unity across all levels of the organization.
2. Resilience: Maintain a positive attitude and determination to overcome challenges.
3. Open-Mindedness: Encourage innovation and diverse perspectives.
4. Ownership: Take responsibility for achieving goals and driving success.
5. Positivity: Inspire optimism and enthusiasm throughout the team.

Duties and Responsibilities

Office Operations & Administration

• Maintain a reliable presence during regular business hours, ensuring smooth daily operations.
• Oversee general office activities, including mail processing, supply procurement, and equipment maintenance.
• Ensure high standards of office presentation and efficient functionality of office equipment.
• Manage and maintain record-keeping systems, filing, and corporate databases to ensure data accuracy.
• Generate and update monthly office reports, including financials, commissions, client payments, and inventory tracking.

Leadership & Staff Management

• Supervise and lead office personnel, ensuring a cohesive and high-performing team.
• Conduct regular staff meetings and promote a culture of trust, respect, and collaboration.
• Oversee hiring processes, including recruiting and interviewing candidates.
• Train employees on office procedures, ensuring proficiency in all support staff roles.
• Set clear performance expectations, monitor staff performance, and conduct evaluations.
• Implement disciplinary actions when necessary and oversee support staff payroll approvals.
• Ensure all employees provide exceptional service to patients, guests, managers, and colleagues.

Client Relations & Patient Experience

• Serve as the primary point of contact for patient inquiries, providing prompt and courteous assistance.
• Address and resolve client concerns efficiently to enhance patient satisfaction.
• Guide clients through the service and sales process, including financing options and payment collection.
• Oversee and manage insurance claims processing through the EHR system to ensure billing accuracy and compliance.

Financial Viability & Business Support

• Monitor and optimize financial performance, tracking KPIs related to revenue, cost control, and patient volume.
• Support sales initiatives by assisting with seminars, gathering leads, and tracking sales activity.
• Maintain product knowledge, attend sales training, and implement financing processes.
• Ensure compliance with regulatory requirements and company policies to mitigate financial and operational risks.

Performance Metrics (KPIs)

• Quality: Ensure high standards in office operations, compliance, and staff performance.
• Patient Satisfaction: Enhance client experience by ensuring timely service, effective issue resolution, and positive interactions.
• Financial Viability: Oversee cost control, revenue cycle management, and sales support to drive profitability.
• Complete other duties as assigned at the discretion of management.
• The duties listed are illustrative and not exhaustive.

Requirements

Qualifications

Education & Experience

• Bachelor’s degree in Healthcare Administration, Business Management, or a related field (preferred).
• Minimum of 3-5 years of experience in medical office management, healthcare administration, or a related leadership role.
• Experience in a wellness clinic, integrative medicine, or functional medicine practice is a plus.
• Strong knowledge of healthcare regulations, compliance standards, and medical office operations.
• Proficiency in Electronic Health Records (EHR) systems and medical billing procedures.
• Prior experience with financial management, scheduling, patient relations, and staff supervision in a clinical setting.

Skills & Competencies

• Leadership & Team Management: Ability to lead, mentor, and manage a diverse team while fostering a positive and productive work environment.
• Operational Excellence: Strong organizational and problem-solving skills to ensure smooth office operations.
• Patient-Centered Approach: Commitment to delivering an exceptional patient experience and maintaining high levels of patient satisfaction.
• Financial Acumen: Experience in budget management, revenue cycle optimization, and cost control.
• Communication & Interpersonal Skills: Strong verbal and written communication skills to interact effectively with staff, patients, and leadership.
• Technology Proficiency: Skilled in EHR systems, Microsoft Office Suite, and database management.
• Adaptability & Decision-Making: Ability to handle multiple priorities, make sound decisions under pressure, and adapt to changing healthcare environments.
• Compliance & Risk Management: Knowledge of HIPAA regulations, insurance processes, and healthcare best practices.

Work Environment

• Fast-paced medical office and wellness clinic setting.
• Direct interaction with patients, medical providers, office staff, and management.
• Occasional travel may be required for training, meetings, or multi-location support.
• Requires adherence to privacy, confidentiality, and professional conduct standards.

Benefits

What We Offer:

Competitive salary starting at $70 - $75k per year, plus performance-based bonus opportunities.

A supportive and collaborative work environment.

Opportunity to make a meaningful impact in a growing organization focused on wellness and regenerative care.

Comprehensive Benefits: Health, dental, vision, life, paid time and holidays, 401k plan with employer matching and more.

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