Office Manager – Cardiology Medical Practice
Location: Temecula, California
Position Type: Full-Time
Reports To: Physician Owner
Position Summary
We are seeking a highly motivated and experienced Office Manager to lead the daily operations of a growing cardiology practice in Temecula, California. The ideal candidate is an organized, results-oriented healthcare professional with strong leadership skills and a passion for delivering exceptional patient care while improving operational efficiency and financial performance.
The Office Manager will oversee front and back-office operations, supervise staff, enhance the patient experience, optimize workflows, and partner with the billing team to improve revenue cycle performance. Experience in a cardiology practice is highly desirable, and familiarity with the Tebra EMR/Practice Management system is a significant advantage.
Primary Responsibilities
Practice Operations
- Manage the day-to-day operations of the medical practice.
- Ensure efficient patient flow from scheduling through checkout.
- Develop and implement operational improvements that increase efficiency and patient satisfaction.
- Monitor key performance indicators (KPIs) and recommend process improvements.
- Maintain compliance with HIPAA, OSHA, Medicare, Medi-Cal, and other applicable regulatory requirements.
- Oversee vendor relationships, office supplies, equipment maintenance, and facility operations.
- Assist physicians in implementing strategic growth initiatives.
Staff Leadership
- Recruit, train, mentor, and supervise administrative and clinical support staff.
- Create and manage employee schedules to ensure appropriate staffing levels.
- Conduct performance evaluations and provide ongoing coaching.
- Foster a positive, professional, and patient-centered workplace culture.
- Resolve employee concerns and facilitate team communication.
- Lead regular staff meetings and operational reviews.
Patient Experience & Engagement
- Ensure patients receive exceptional customer service throughout their visit.
- Develop initiatives to improve patient satisfaction and retention.
- Address patient concerns and resolve service issues promptly and professionally.
- Monitor patient feedback and implement service improvements.
- Promote timely scheduling and efficient appointment management.
Revenue Cycle Management
- Partner with the billing team to optimize practice revenue.
- Monitor key revenue cycle metrics including:
- Accounts Receivable aging
- Claim submission timeliness
- Insurance denials
- Collections
- Patient balances
- Charge capture accuracy
- Work with physicians and billing personnel to improve documentation supporting accurate coding.
- Identify operational issues affecting reimbursement and implement corrective actions.
Scheduling & Workflow Management
- Manage physician, provider, and staff schedules.
- Coordinate clinic coverage and staffing during vacations or absences.
- Optimize appointment templates to maximize provider productivity while maintaining excellent patient care.
- Continuously evaluate office workflows for efficiency improvements.
Compliance & Quality
- Maintain office policies and procedures.
- Assist with accreditation and regulatory inspections.
- Ensure proper documentation and record retention.
- Support quality improvement initiatives and performance reporting.
Qualifications Required
- Minimum 5 years of medical office management experience
- Minimum 3 years supervising healthcare staff
- Strong understanding of medical office operations
- Knowledge of insurance verification, authorizations, referrals, and medical billing processes
- Excellent leadership, organizational, and communication skills
- Strong problem-solving and conflict resolution abilities
- Proficiency with Microsoft Office (Excel, Word, Outlook)
Preferred
- Prior experience managing a cardiology practice
- Experience with Tebra Electronic Medical Record and Practice Management software
- Knowledge of cardiovascular diagnostic testing and procedure scheduling
- Experience with Medicare, Medi-Cal, HMO, PPO, IPA, and managed care contracting
- Understanding of revenue cycle management and healthcare financial reporting
- Bachelor's degree in Healthcare Administration, Business Administration, or related field (preferred but not required)
Desired Skills
- Strong leadership and team-building abilities
- Exceptional customer service orientation
- Process improvement mindset
- Financial and operational analysis
- Ability to prioritize multiple responsibilities
- Professional communication with physicians, patients, and staff
- High level of integrity and confidentiality
- Ability to thrive in a fast-paced medical environment
Key Performance Indicators (KPIs)
The Office Manager will be evaluated based on:
- Patient satisfaction scores
- Staff retention and engagement
- Provider schedule utilization
- Patient wait times
- Operational efficiency
- Compliance with regulatory requirements
- Achievement of practice financial goals
