Healthcare Office Manager (Lowell)

Healthcare Office Manager (Lowell)The Lowell Vascular + Vein Center is seeking an operational and strategic leader who will be accountable for driving the growth, efficiency, and day-to-day activities of the practice. The Office Manager should take a proactive, hands-on approach to schedule management, staff performance, resource optimization, and patient flow, anticipating operational needs and challenges and continually seeking opportunities to expand the practice's capacity and impact. The Office Manager is responsible for supporting a high-functioning, engaged team and for ensuring that best practices, quality standards, and all applicable regulations are met.

This role reports to the Director of Clinical Operations and will work in close collaboration with the clinicians within the practice, Tufts Medicine and Lowell General Hospital, Commonwealth Radiologogy, and the broader healthcare community.This role is exempt. The practice offers medical, dental vision benefits, including a company match with our 401K.Responsibilities:Lead day-to-day operations of the practice with a proactive mindset, addressing workflow opportunities, resolving issues before they affect patients or staff, and improving operational efficiency across all functionsProactively manage and optimize provider schedules to maximize clinical capacity, reduce gaps, and support practice growthChampion a culture of exceptional patient experience, addressing concerns promptly and thoroughly, implementing root-cause corrective actions, and monitoring and reacting to satisfaction metrics to drive continuous service improvementRecruit, hire, onboard, and support high-performing administrative and clinical staff setting clear performance expectations, conducting regular reviews, leading regular all-staff and function-specific meetings, providing ongoing coaching, and holding staff accountable to consistent standards, policies, and proceduresManage staffing levels, scheduling coverage and resource allocation in coordination with leads to meet the demands of a growing practice, planning ahead for absences and volume fluctuations to ensure seamless daily operationsOversee patient scheduling, registration, financial counseling, medical records, billing and collections, and cash posting, ensuring all workflows are efficient, accurate, and patient-centeredDrive physician and referral source outreach to grow the practice's patient base; track referral patterns, identify growth opportunities, and collaborate with leadership to expand service reach in the Greater Lowell marketOversee and provide administrative support for obtaining and maintaining QUAD A and IAC accreditation as applicableSupport clinician credentialing and licensing as well as coordination of professional development activitiesEnsure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulationsLead and manage operational projects and practice improvement initiatives from inception through execution, proactively identifying inefficiencies and implementing solutions that support the growth and sustainability of the Lowell siteServe as a key liaison with Lowell General Hospital, Tufts Medicine, and Commonwealth Radiology affiliations and other partner organizations and vendors, fostering strong relationships that support patient referrals and care coordination, and the continued smooth operations of the practiceRequirements:Minimum of 3–5 years of experience in a medical office or outpatient clinical setting, with demonstrated ownership of operational outcomes3+ years in a supervisory or management role with direct accountability for staff performance, schedule management, and office operationsKnowledge of business, finance, and accounting fundamentals; an Associate's or Bachelor's degree in Business Administration, Health Care Administration, or a related field is preferredSolid understanding of billing, revenue cycle, and payer regulations including Medicare, Medicaid, and commercial insuranceHuman resources experience encompassing full-cycle hiring, onboarding, supervision, performance management, and employee relations; familiarity with applicable labor law and HR best practices in a healthcare settingProficiency with healthcare software and EHR systems (Epic experience a plus); working knowledge of office and clinical supply management and equipment maintenance requirements for a medical settingExcellent interpersonal, communication, and customer service skills; ability to engage professionally and effectively with a broad range of stakeholders including clinicians, administrative and clinical staff, patients and families, payers, vendors, and regulatory agencies across all communication channelsComfort with data and reporting; ability to collect, monitor, and interpret key practice metrics (such as scheduling, productivity, referral volume, revenue cycle), identify trends, and present findings to clinical and administrative leadership to inform operational decisionsStrong knowledge of continuous process improvement; demonstrated ability to analyze operational data, identify gaps, and implement measurable improvements to efficiency, capacity, and growthCompensation: $90,000 - $120,000 per year. Negotiable based on skills and experience