The Medical Office Manager is responsible for leading the operational success of a headquarters-based healthcare organization that delivers mobile clinical services to business clients. This role ensures seamless coordination between internal teams, contracted clinical staff, and client partners to execute high-quality services such as vaccinations, biometric screenings, and wellness events across multiple locations.
This position plays a critical role in scaling operations by driving efficiency across scheduling, logistics, compliance, and revenue cycle processes. In addition to overseeing daily operations, the Medical Office Manager identifies and implements strategic improvements across systems, billing workflows, and service delivery models to enhance performance, ensure regulatory compliance, and support revenue growth.
About Us: Healthy Solutions, Inc. has been a trusted provider of preventive healthcare services since 2000, specializing in on-site flu shots, vaccinations, and health screenings. We partner with companies, schools, and communities to support wellness through dependable, expert care - and also offer public vaccination services at our Overland Park office. Our team of passionate and skilled health care professionals enables us to deliver industry leading preventive health programs that offer value, reliability, and expertise...specializing in on-site flu shots, vaccination services, health screenings and health fairs.
Key Responsibilities:
- Office & Operations Management: Oversee daily operations and mobile service execution, ensuring efficient workflows, organized systems, and seamless coordination of logistics, inventory, and resources across both client sites and internal company events.
- Client Experience & Satisfaction: Own relationships and service delivery for both external clients and internal stakeholders, ensuring high-quality execution, strong communication, and timely resolution of issues.
- Team Leadership: Lead, develop, and manage administrative staff and coordinate contracted clinical teams to ensure staffing alignment, accountability, and consistent performance across all service locations.
- Operational & Strategic Performance: Drive operational efficiency while identifying and implementing improvements across systems, processes, and financial workflows (e.g., billing, claims, software optimization), including contributing to revenue growth initiatives.
Essential Job Duties:
- Lead the scheduling, logistics, and deployment of mobile healthcare services across client sites and internal company locations
- Drive accurate and efficient execution of administrative workflows, documentation, and system utilization by the team
- Manage inventory, medical supplies, vaccines (if applicable), and equipment to ensure proper tracking, storage, and distribution in compliance with regulations
- Oversee and coordinate vendor relationships, equipment needs, and operational resources to support service delivery
- Provide hands-on support for operational tasks as needed to maintain continuity and execution
- Coordinate client and internal stakeholder communication to ensure alignment, clarity, and successful service execution
- Maintain high-quality service delivery and patient flow across all events through team oversight and support
- Resolve client, teammate, and patient concerns in a timely and professional manner, stepping in directly when needed
- Manage clinical staffing gaps by rapidly coordinating and deploying replacement nurses to ensure uninterrupted service delivery
- Support and strengthen client relationships to drive satisfaction, retention, and service expansion opportunities
- Lead and develop administrative staff while coordinating field teams (including contracted nurses) to ensure proper scheduling, credentialing, and readiness
- Ensure and optimize staffing levels and team readiness across all client sites and service events
- Enforce accountability for performance, compliance, and service quality standards
- Coach and mentor team members to drive engagement, performance, and successful execution
- Oversee and optimize billing, claims processing, and revenue cycle workflows (including use of ClaimMD) to ensure timeliness, accuracy, and proper reconciliation with insurance providers
- Align team execution of financial and administrative processes with business goals and compliance requirements
- Track, analyze, and report on key performance metrics (e.g., event volume, throughput, revenue, client satisfaction)
- Deliver insights and recommendations to leadership and parent company stakeholders to inform operational decisions and business strategy
- Evaluate and enhance systems, tools, and processes (e.g., EHR, scheduling, billing platforms) to improve efficiency and scalability
- Identify and drive initiatives that improve operational efficiency, expand services, and support revenue growth
- Intervene and support critical workflows or resolve issues as needed to maintain performance and continuity
- Partner with the Medical Director to ensure clinical protocols are current, compliant, and effectively implemented, while supporting the design, development, and implementation of new patient care services
Other Duties and Responsibilities:
- Perform other duties as assigned to support business operations, client needs, and organizational priorities
- If clinically licensed/certified, step in to provide direct clinical support (e.g., vaccinations, biometric screenings) as needed to ensure uninterrupted service delivery and client commitments
Competencies for Success:
- Customer Service & Retention: Demonstrate concern for satisfying external and/or internal customers.
- Manages Effective Teams & Work Groups: Leads others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others; able to work effectively with people of diverse backgrounds and characteristics.
- Holds Others Accountable: Takes responsibility for one's direct reports' performance by setting clear goals and expectations, tracking progress against the goals, ensuring constructive feedback and addressing performance problems and issues promptly.
- Leads Change: Designs strategies and takes action to support and implement change effectively. Ability to Lead through ambiguity and thrives in an environment of continuous improvement and change benefitting the brand.
Minimum Qualifications:
- Required: Bachelor's degree in Healthcare Administration, Business Administration, or a related field (or equivalent combination of education and experience)
- Required: 3–5+ years of experience in healthcare operations, medical office management, clinic administration, or related environment
- Required: 1–3+ years of supervisory or management experience, including leading teams and driving performance
- Required: Experience coordinating multi-site operations, scheduling, or logistics (preferably in a healthcare or service-based environment)
- Required: Experience with electronic health records systems
- Required: Knowledge of healthcare billing, claims processing, and revenue cycle management
- Required: Understanding of healthcare compliance requirements, including HIPAA, OSHA, and applicable clinical protocols
- Preferred: Experience supporting mobile, wellness, or occupational health service delivery models
- Preferred: Licensed or certified nurse RN with ability to provide clinical support if needed