Office Lead for Primary Care Clinic

The Office Lead plays a vital leadership role in driving the daily operations of our busy primary care clinic. This position requires a dynamic, organized, and proactive individual with excellent leadership and communication skills, and a strong dedication to delivering excellence in healthcare administration.

As the Office Lead, you will oversee key operational functions, including patient relations, regulatory compliance, staff coordination, budgeting, and workflow efficiency. You'll be instrumental in fostering a smooth, patient-centered environment while ensuring that the clinic meets both clinical and administrative standards.

This is a high-impact, fast-paced role ideal for someone who thrives on responsibility, values continuous improvement, and is passionate about making a meaningful contribution to both patient care and team success.

Key Responsibilities:

1. Patient Relations:

• Oversee reception, appointment scheduling, and patient inquiries to ensure a positive experience.
• Address patient concerns or complaints professionally and promptly.
• Implement protocols to maintain patient confidentiality and privacy in compliance with HIPAA regulations.

1. Regulatory Compliance:

• Stay current with healthcare regulations and ensure the clinic adheres to HIPAA, OSHA, and other relevant laws.
• Maintain accurate and up-to-date medical records in accordance with legal requirements.
• Enforce policies and procedures to mitigate risks and ensure patient safety.

1. Office Operations:

• Coordinate with medical staff to optimize patient flow and maximize operational efficiency.
• Oversee inventory management, ensuring adequate stock levels of medical and office supplies, and manage ordering using inventory app (Sortly).
• Coordinate and supervise cleaning, handle maintenance and equipment repairs, and maintain the facility, ensuring everything stays within budget.

1. Technology Integration:

• Generate clinic and provider data/reports using EMR (eClinicalWorks) on a weekly or monthly basis, as needed.
• Ensure effective training for staff on the use of technology tools and software applications.
• Maintain proficiency in office software applications and electronic health records (EMR) systems.

1. Financial Management:

• Oversee billing, coding, and collections processes in collaboration with the billing team.

Qualifications:

• Bachelor's degree in healthcare administration, business management, or a related field (preferred). A combination of education and relevant work experience may be considered.
• Minimum of 3 years of experience in medical office management or healthcare administration.
• eClinicalWorks (ECW) experience a plus
• Bilingual (Spanish) a plus
• Strong leadership, communication, and interpersonal skills.
• Proficiency in medical billing, coding, and insurance procedures.
• Solid understanding of healthcare regulations and compliance requirements.
• Ability to multitask, prioritize effectively, and resolve problems in a fast-paced environment.

Be Well is an equal opportunity employer. We make employment decisions based on merit and qualifications, without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law. We are committed to a workplace free from unlawful discrimination and to providing equal opportunity for all applicants and employees.