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Medical Office Manager Job Description: Top Duties and Requirements

A Medical Office Manager keeps clinics and Doctors’ offices running smoothly by supervising administrative staff and completing a variety of other tasks. Their duties include creating schedules for employees, recording and filing medical records, and setting appointments for Doctors, Physician Assistants, Dentists, and other medical professionals.

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Medical Office Manager duties and responsibilities

Some Medical Office Managers help with administrative tasks in one office or clinic, and others have more specialized roles in call centers or hospital records departments. Generally, duties and responsibilities in a Medical Office Manager job description may include:

  • Updating patient records
  • Communicating with labs, other health care providers, and insurance companies
  • Scheduling maintenance and repairs for the building and medical devices like X-ray machines
  • Ensuring that other employees keep accurate records and comply with local laws and regulations
  • Leading patients to exam rooms or other areas and explaining medical procedures
  • Maintaining medical inventory by ordering new supplies and equipment as needed
  • Complying with the office budget and negotiating for discounts from labs and medical suppliers when possible
  • Making regular verbal or written reports to the office or clinic owners or executives
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Medical Office Manager Job Description Examples:

Example 1

We are looking for an energetic full time office manager to work with a group of specialist physicians in a busy Mississauga office.

Requirements:

  • Candidates for the position will preferably have at least 2-3 years of experience being a clinic/office manager and/or medical office administrator in a surgeon's office or medical clinic.
  • Proficiency with electronic medical records (EMR)
  • Experience with OHIP Billing
  • Completion of college-accredited medical secretary program or equivalent experience
  • College Diploma or University Degree
  • Proficiency with Quickbooks
  • Ability to work effectively in a fast-paced, ever-changing office environment
  • Strong leadership abilities
  • Strong initiative and problem-solving skills

    Responsibilities include:

    1. Senior medical office administration:

  • Oversee general office administration
  • OHIP/Third party billings
  • Support front administrative staff, nurses and physicians as neeed
  • Resolve patient complaints
  • Liaison with hospital administration

    2. General Office Coordination:

  • Direct work within a busy OB/Gyne practice (9 physicians)
  • Coordinate office schedules and daily room allocation
  • Order/purchase office supplies
  • Ensure compliance with professional and regulatory standards
  • Oversee IT support, communication with EMR provider

    3. Managerial

  • Report directly to managing partner
  • Provide leadership to office administrators
  • Lead daily morning huddles
  • Delegate administrative tasks as needed
  • Resolve conflicts amongst staff
  • Manager may participate in training, supervision, evaluation, and hiring of staff.
  • Oversee payroll (using online software), track vacation requests, sick leave, etc.
  • Communicate with accounting professionals
  • Maintain books (using Quickbooks online)
  • Enforce existing policies and procedures
  • Update stale-dated and prepare new policies and procedures as required
  • Manage operational issues with respect to lease and office space
  • Coordinate external services (cleaners, painters, building trades, etc.)
  • Interact with drug representatives.

    *4*. Other opportunities and projects as they arise

    Job Type: Permanent

    Benefits:
  • On-site parking
    Schedule:
  • Monday to Friday



    Ability to commute/relocate:
  • Mississauga, ON: reliably commute or plan to relocate before starting work (preferred)


    Work Location: In start date: 2023-09-05

    • Example 2

    Westward Medical Office Manager Job Description

    About us

    Westward Medical is a multidisciplinary medical clinic in Courtenay looking for a full-time Office Manager to lead our team.

    We are a team of family physicians and multidisciplinary health care providers who value patient-centered and team-based care. We believe that health begins with thriving partnerships with patients, and we aim to provide accessible, timely, and compassionate care to support our patients, through a blend of in-person and virtual visits. We aim to engage patients as active participants in their health, and utilize innovative technology which allows for online booking, video appointments and secure messaging. We are participants in the PCN (Patient Care Network), and collaborate with a team of Registered Nurses, a Social Worker, Pharmacist, Mental Health Clinicians, Dieticians, a Counselor and more to come. We are also committed to engaging with our broader community through hosting group medical visits, workshops on various health topics and other community events and possibilities that we are keen to explore in the future. We are passionate about quality improvement and exploring new ways to meet the needs of our patients and community.

    Job Description

    We are looking for a skilled medical office manager with leadership/management experience in healthcarewho can effectively and efficiently coordinate clinic operations, thrive in a collaborative and dynamic environment, and will play an integral role in establishing and growing our new practice.

    We will provide an engaging and supportive work environment in a bright, newly renovated clinic space with updated equipment, and will ensure you have access to any training, tools, or mentorship that may be necessary for your success in the role. We commit to a culture of trust, respect and psychological safety, and we value cultivating a healthy work-life balance that fosters sustainability and workplace satisfaction.

    Benefits:

  • FinancialCompetitive wages
  • Health and WellnessComprehensive healthcare benefits
    Vacation and Statutory holiday pay
    Sick leave
  • Growth and DevelopmentEducation/Professional Development Reimbursement Program
  • Community8 paid hours/year for volunteering with a local community organization that you are passionate about

    Key Responsibilities:

  • Availible Monday-Friday from approximately 8am-4pm to manage day to day clinic operations. Duties include staff scheduling, inventory management, and support clinic communications including email, e-faxes, voicemail, internal messages and paper mail
  • Manage business administration including payroll, basic bookkeeping, invoicing and private billing reconciliation
  • Support our team through organizing staff training and team engagement events, and co-facilitating regular group meetings and huddles. You will be the go-to person for cohesive team communication
  • Understand and support the roles and responsibilities for all staff positions in the clinic, and be able to provide backup MOA support in the setting of unexpected staff illness, etc.
  • Develop competency in using our electronic medical records system (InputHealth Collaborative Health Record) to be able to train and support our team
  • Partner with The Comox Valley PCN and act as a liaison between our PCN team members and our clinic staff, healthcare providers, and patients
  • Assist with advertising, hiring and support for multi-use spaces
  • Liaise with other admin staff to maintain and manage public communications
  • Promote team engagement and co-create a culture of psychological safety, trust and respect
  • Set and maintain standards of professionalism, integrity, confidentiality, safety awareness and personal accountability
  • Create and maintain strong community relationships and partnerships

    Qualifications and Qualities:

  • 3+ years in an operations role within health care, customer service or similar industry
  • Excellent organizational skills and attention to detail
  • Ability to prioritize, delegate and coordinate competing demands
  • Excellent verbal and written communication skills
  • Trustworthy, reliable, and self-aware
  • Quality improvement-mindset and flexibility to thrive in a dynamic and innovative clinic environment
  • Ability to thrive in fast-paced environments, work under pressure and respond effectively to high acuity situations
  • Previous experience managing, coaching, and motivating to achieve operational results is beneficial
  • Solid understanding of business and financial management
  • Post-secondary education in business administration, management/leadership, or healthcare

    If you are a dynamic and energetic leader with a strong business acumen and want to contribute to developing a thriving multidisciplinary healthcare team, we invite you to apply and look forward to hearing from you!

    Job Type: Full-time

    Salary: $22.00-$26.00 per hour

    Benefits:
  • Extended health care
  • Paid time off
    Schedule:
  • 8 hour shift

    COVID-19 considerations:
    As a Vancouver Island Health Authority collaborative site with PCN, our staff and providers are required to be vaccinated for COVID-19. As a medical clinic, masks are required for patient care.

    Application question(s):
  • When would you be able to start this manager: 2 years (preferred)

    • Example 3

    Qualifications

  • Senior Medical office: 2 years (Preferred)
  • Leadership: 2 years (Preferred)
  • OHIP Billing: 2 years (Preferred)

    Benefits

    Dental care

    Extended health care

    Paid time off

    Vision care

    Full Job Description

    Form Face & Body is looking for a Medical Office Manager to join our vibrant office. Our office has a mix of cosmetic and non-cosmetic surgery patients. This role will involve working alongside the ownership team to effectively run the private clinical practice through oversight of staff, hiring and HR, office financials, scheduling and administration, and overall ensuring an excellent and effective patient experience.

    We are looking for an individual with a 3-5 years� experience as a leader in a medical practice environment. We�re looking for a positive and enthusiastic Office Manager who can lead, guide and motivate the team to provide excellent patient care.

    Expertise in NextTech and OHIP billing is an asset. The successful candidate will thrive under pressure and contributing to the ongoing success of the practice.

    Responsibilities and Duties

  • Holistic management of the office staff and associated scheduling, administrative, and HR responsibilities
  • Oversee the successful management of all front desk activities
  • Communicate with and oversee doctor schedules; ensure they have the materials they require
  • Hiring, reviews, discipline, anniversaries
  • Billing and Accounts Receivable
  • Reporting � preparing regular reports
  • Manage all facilities and technical support issues
  • Ensure all company policies and procedures are followed
  • Create new company policies and procedures
  • Ability to fill in at any position within the front desk
  • Taking a leadership role on any projects towards moving the business forward, including facilities upgrades and technology implementation.
  • Implement Marketing Strategies
  • Work with Business Manager to Create Innovative Marketing Campaigns
  • Liase with Industry Representatives

    Qualifications and Skills*

  • At least 3-5 years' experience in a clinical/healthcare setting, ideally having worked in cosmetic surgery setting
  • Exceptional customer service skills
  • Strong organizational skills
  • Strong interpersonal skills and a team-first attitude
  • Calm under pressure
  • Takes initiative
  • Adaptable and open to change
  • Experience managing a team
  • Excellent communication skills (both written and verbal)
  • Good technical skills (Phone/fax/computers/printers)
  • Medical Office or Healthcare Experience
  • College diploma or University degree is preferred
  • Practice Solutions (NextTech, QuickBooks) Experience � is an asset

    Financial

  • ensure all daily financial reporting and collections are accurate and complete using software and banking records
  • suggest administrative processes which will encourage efficiency, production, and easy to follow steps
  • oversee sundry purchases are staying within office budgeting; track monthly spending
  • ensure all vendor and lab bill accuracy prior to payment
  • payroll

    If you�re looking for a fast-paced, dynamic environment where you can demonstrate your administrative and organizational excellence and be rewarded for it, please respond with your resume, cover letter and salary expectations

    Job Types: Full-time, Permanent

    Salary: $80,000.00-$100,000.00 per year

    Benefits:
  • Dental care
  • Extended health care
  • Vision care
    Flexible Language Requirement:
  • French not required
    Schedule:
  • Monday to Friday
    Supplemental pay types:
  • Bonus pay

    Ability to commute/relocate:
  • North York, ON: reliably commute or plan to relocate before starting work Location: One location

    • Example 4

    Notre clinique � Montr�al est � la recherche d'un/ une chef d'�quipe � temps plein pour se joindre � un cabinet dentaire occup�! Nous recherchons un/une candidat(e) sociable, organis�(e) et dot�(e) d'un esprit d'�quipe.

    T�ches
  • Coordonner et participer � l'ex�cution des fonctions idiennes pour une pratique efficace et productive.
  • R�pondre aux probl�mes cliniques et op�rationnels de mani�re opportune et professionnelle
  • Superviser tous les arrangements financiers/plans de traitements des patients, assurer les proc�dures de facturation et de recouvrement appropri�es
  • Fournir des rapports idiens, bimensuels et mensuels
  • Coordonner et animer des caucus idiens et les r�unions d'�quipe mensuelles
  • Donner l'exemple et coacher l'�quipe pour assurer une bonne exp�rience patient/�quipe exceptionnelle

    Information additionnelle
  • Experience en cliniques dentaires requise;
  • Assurances m�dicales collectives facultatives disponibles

    -----------------------------------------------------------------------------------------------------------------

    Our office in Quebec is seeking a Full-Time Team Lead to join a busy dental practice! We are looking for a candidate that is outgoing, organized and a team player.

    Job Duties
  • Coordinate and participate in day-to-day execution of office best practices, that increase productivity and efficiency
  • Respond to clinical and operational issues in a timely and professional manner
  • Oversee all patient financial arrangements/payment plans, ensure proper billing and collection procedures
  • Provide daily, bi-weekly and monthly reports
  • Coordinate and host daily huddles and monthly team meetings
  • Lead by example and coach the team to ensure an exceptional patient/team experience

    Additional Information
  • Previous Dental Office Experience is Required
  • Optional Health Benefits Available

    Job Types: Full-time, Permanent

    Benefits:
  • Extended health care

    Ability to QC H9H 3E4: reliably commute or plan to relocate before starting work (preferred)

    • Example 5

    The opportunity:

    We are looking for a Medical Office Manager/ Front Desk Lead to join our vibrant Liberty Village office. Our office has a mix of walk in services, Family Physicians and rehabilitative services such as Massage Therapy and Chiropractic. We are looking for an individual with a minimum of 3 years� experience as a leader in a medical practice environment. We�re looking for a positive and enthusiastic Office Manager who can lead, guide and motivate the team to provide excellent patient care.

    Expertise in Telus Health�s Practice Solutions is an asset. The successful candidate will thrive on building patient relationships and contributing to the ongoing success of the practice.

    Responsibilities and Duties
  • Oversee the successful management of all front desk activities
  • Oversee physicians scheduling
  • Managing and Scheduling staff
  • Billing and Accounts Receivable
  • Customer relations
  • Reporting � preparing regular reports and submissions to GSH head office
  • Manage all facilities and technical support issues
  • Ensure all company policies and procedures are followed
  • Ability to fill in at any position within the front

    Qualifications and Skills
  • Exceptional customer service skills
  • Strong organizational skills
  • Calm under pressure
  • Takes initiative
  • Adaptable and open to change
  • Experience managing a team
  • Excellent communication skills (both written and verbal)
  • Good technical skills (Phone/fax/computers/printers)
  • Medical Office or Healthcare Experience
  • College diploma or University degree is preferred
  • Practice Solutions Experience � is an asset

    Job Type: Full-time

    Benefits:
  • Dental care
  • Extended health care
  • Flexible schedule
    Schedule:
  • 8 hour shift

    Experience:
  • Medical Office: 4 years Suite: 2 years (preferred)

    • What does a Medical Office Manager do?

    Medical Office Managers can work in hospitals, clinics, or private offices. They often communicate with insurance companies, accept payments, and resolve customer complaints. Medical Office Managers also lead meetings with other members of the administrative team, train new hires, and give feedback to employees when needed. They can reassure worried patients, arrange shipping of tissue samples to laboratories, and explain test results to patients as needed. Medical Office Managers help Doctors’ offices save time, reduce costs, and help give people the quality care they need.

    Medical Office Manager skills and qualifications

    Successful Medical Office Managers are friendly, polite, and professional, and can get along with many different types of people and personalities. They can also use computers proficiently, explain complex concepts well, and adapt quickly to changing conditions and technologies. These people can keep busy offices and clinics organized and ensure that patients have the best experiences possible. Top skills and qualifications for Medical Office Managers include:

    • Outstanding customer service skills
    • Excellent written and verbal communication skills
    • Good planning and organizational skills
    • In-depth comprehension of the procedures that health care providers in the office perform and their benefits
    • Ability to follow a budget and keep track of a variety of small details
    • Understanding of medical ethics, and applicable laws and regulations

    Medical Office Manager experience requirements

    Most Medical Office Manager jobs require at least a year of experience working at a medical practice or hospital. They usually ask for at least a year of management experience as well, preferably in the same industry. Some positions require more than five years of experience in a similar role.

    Medical Office Manager education and training requirements

    Most Medical Office Manager jobs require a university degree in business management or a similar field. Some positions will accept candidates with an associate’s degree or extensive experience instead. On-the-job training is usually needed as well.

    Medical Office Manager salary expectations

    According to Indeed Salaries, the average pay for a Medical Office Manager in Canada is $23.23 per hour. Rates for individuals may vary depending on locations, experience and education levels, and employers.

    Job description samples for similar positions

    If a Medical Office Manager isn’t exactly what your company is looking for, some other job description samples that may fit your needs include:

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    Medical Office Manager job description FAQs

    What is a typical day like for a Medical Office Manager?

    Medical Office Managers spend most of their time in an office organizing paperwork, supervising employees, and interacting with patients. Some Medical Office Managers are responsible for several locations or departments and divide their time between them. They may also visit labs or medical suppliers to make sure they are providing quality work or products. Most Medical Office Manager jobs are full-time, and some Medical Office Managers may work nights or weekends if employers are open.

    Who does a Medical Office Manager report to and work with?

    Medical Office Managers usually report to Doctors, Dentists, or other medical professionals working in the same location. They may also report to the owner of the practice or the head of the company’s administration department. Medical Office Managers often supervise Receptionists, Medical Billing Clerks, and other staff members.

    What makes a good Medical Office Manager job description?

    To write an appealing Medical Office Manager job description, include an overview of the business and its culture, history, and values. Include a summary of the Medical Office Manager job’s key responsibilities including the type of facility they’ll be working in, types of patients, and the management tools and software they’ll be expected to use. Make sure to include any competitive benefits you’re offering to attract high-quality candidates.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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