Office Manager - Pediatric Practice

Job Title: Office Manager – Pediatric Practice

Position Summary

The Office Manager is responsible for overseeing the daily administrative and operational functions of a pediatric medical practice. This role ensures efficient front- and back-office operations, excellent patient and family experiences, regulatory compliance, and effective staff management while supporting the physicians and clinical team.

Key Responsibilities

Practice Operations

• Manage daily office operations to ensure smooth patient flow and efficient scheduling
• Oversee front desk, billing, medical records, and administrative workflows
• Maintain office policies, procedures, and standard operating protocols
• Coordinate office supplies, equipment, and vendor relationships

Staff Management

• Supervise, train, and evaluate administrative and support staff
• Create staff schedules and manage time-off requests
• Foster a positive, family-centered work environment
• Address performance issues and support professional development

Patient Experience

• Ensure exceptional customer service for patients and families
• Resolve patient concerns and service issues promptly and professionally
• Support a welcoming, child-friendly office environment

Financial & Billing Oversight

• Oversee billing, coding, and insurance verification processes
• Monitor accounts receivable, collections, and denial management
• Prepare reports on productivity, revenue, and operational performance
• Assist with budgeting and expense management

Compliance & Quality

• Ensure compliance with HIPAA, OSHA, CLIA, and pediatric-specific regulations
• Maintain accurate records and support audits and inspections
• Implement quality improvement initiatives and best practices

Technology & Systems

• Manage practice management and EHR systems
• Coordinate system updates, training, and troubleshooting
• Ensure data accuracy and security

Qualifications

Required

• High school diploma or equivalent (Associate's or Bachelor's degree preferred)
• 3–5 years of healthcare office management or supervisory experience
• Strong knowledge of medical billing, insurance, and revenue cycle processes
• Proficiency with EHR and practice management systems
• Excellent communication, organizational, and leadership skills

Preferred

• Experience in a pediatric or family medicine practice
• Knowledge of pediatric immunization schedules and workflows
• Certified Medical Practice Executive (CMPE) or similar credential

Skills & Competencies

• Leadership and team development
• Problem-solving and conflict resolution
• Attention to detail and organization
• Compassionate, family-focused approach
• Ability to multitask in a fast-paced environment

Work Environment

• Outpatient pediatric medical office
• Frequent interaction with children, parents, and caregivers
• Occasional lifting of office supplies or records

Compensation & Benefits

• Competitive salary based on experience
• Medical, dental, and vision benefits
• Paid time off and holidays
• Retirement plan options

Professional development opportunities