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Medical Office Manager


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RBA Staffing is recruiting for a Medical Office Manager. The Medical Office Manager will oversee the Admin/ front office coordination of the outpatient clinic, health homes and other community programs to optimize access to services and building efficiencies in scheduling, intake functions and cross training of all admin and reception functions.




  • Maintains confidentiality and security for all client and staff.

  • Must have prior experience managing a fast paced medical setting with patient scheduling, billing and collection and supervision

  • Developing and Coordination of multiple site reception/ admin functions while optimizing efficiencies and scheduling practices for reception/ Outpatient Access staff.

  • Support and Lead the Agency's Mission, Vision, and Strategic Plan.

  • Supervise and communicate, guiding reception and outpatient access team to success in a fast-paced, energetic work atmosphere.

  • Lead the front desk reception and scheduling process.

  • Monitor KPIs for adherence to front end workflow. Develop and coordinate workflow efficiencies at front end.

  • Maintains positive relationships with all referrals sources

  • Utilize eMR to maintain accurate scheduling/ rescheduling no show anaysis.

  • Supervise Front end administrative staff.

  • Monitor scheduling efficiencies.

  • Ensure adherence to OMH, OASAS and DOH regulations and standards.

  • Demonstrates, promotes and practices cultural competency towards clients and staff through respect and understanding achieved through training and agency cultural activities.

  • Responsible for developing, implementing and updating office policies and procedures including but not limited to scheduling appointments, coordinating referrals, answering phones, data collection, and ordering supplies.

  • Collaborate and work effectively with all support services within internal and external members

  • Monitor and make improvement plans for Intake process requirements for clinic budgets, no shows and cancelations..

  • Responsible for training of new staff

  • Monitors regulators website for program related information and updates

  • Collects data and statistics for all department reports

  • Maintains and presents data on clinic Access and wait for intake times

  • Prepares data needed for program contracts

  • Attends monthly intake meetings as clinic representative

  • Manages front end staff schedules to assure coverage

  • Office supply ordering

  • Monitor Televox report

  • OASAS Report

  • CCSI Report

  • At risk report

  • Fire drills

  • Managing phone system




Associates degree preferred with a minimum of 2-3 years of experience in medical office management position, preferably serving people with behavioral health needs.



  • Medical billing experience is strongly preferred

  • At least 2 years management experience

  • 2 years of experience in a medical office setting

  • Knowledge of HIPAA and labor law

  • Knowledge of regulations related to Medicare, Medicaid, and commercial insurance preferred

  • Knowledge of maintaining supplies and equipment for the office setting.

  • Professional communication and presentation skills, including face to face, email, telephone, and video conference.

  • EMR experience is a plus




“RBA Staffing is an Equal Opportunity Employer. It is the policy of RBA Staffing to provide equal opportunity in employment and conditions of employment to all individuals regardless of age, race, color, religious beliefs, national origin, sexual orientation, gender identity, sex, veteran or military status, disability, pregnancy-related condition, predisposing genetic characteristics, genetic information, marital status, familial status, prior arrest, domestic violence victim status, non-job related convictions, participation in lawful activities outside of our workplace, or any other status protected by law.”