Medical Office Manager
Healthop Solutions · Scottsdale, Arizona, United States · onsite
Medical Office ManagerLead the day-to-day operations of a busy outpatient pain management practice in the Scottsdale area. This is a hands-on management seat with real ownership of office workflow, staffing, billing performance, and the patient experience across two Phoenix-area clinic locations.
Overview & Highlights:- Location: Scottsdale, Arizona, with regular time at our second Phoenix-area location in Glendale
- Schedule: Full-time, Monday through Friday, normal business hours
- Compensation: $60,000 – $75,000 annually, depending on experience
- Benefits: Medical, dental, and vision insurance; paid time off and sick time
- Work Setting: Outpatient pain management practice with two Phoenix-area clinic locations
- On-Site / Remote: On-site
Location & Logistics:- Work Environment: Outpatient clinic setting with front office, back office, and billing operations under one roof
- Department or Team: Front desk personnel, medical assistants, billing staff, and administrative support, working alongside our providers and leadership
- Patient-Facing Responsibilities: Regular patient contact, including resolving escalated concerns, supporting check-in and check-out flow, and overseeing the scheduling experience
- Systems / Software: Electronic health record (EHR) and practice management systems, claims submission tools, and payer portals; the specific platforms are reviewed during the interview process
- Travel: Yes — travel between our two Phoenix-area locations is part of the role
- Reporting Structure: Reviewed during the interview process
About the Opportunity / A Day in the Life:Your day starts with the schedule and the floor. You check provider templates and staffing for both the clinical and administrative sides, make sure the front desk is covered, and step in where the day is already running tight. Throughout the morning, you move between check-in, the back office, and the billing desk, keeping patients moving, answering questions your team cannot resolve on their own, and making the call when a schedule has to be rebuilt around a cancellation or an add-on.
The second half of the job is financial. You oversee insurance verification and prior authorizations, watch claims going out and payments coming in, and work the aging report rather than letting it sit. When a claim is denied or a patient balance is disputed, you dig into the detail, find the root cause, and fix the workflow that produced it. You track collections, reimbursement, and accounts receivable closely enough to see a problem forming before it reaches the end of the month.
Across both halves of the role, you are the person who sets the standard. You coach front desk personnel, medical assistants, billing staff, and administrative support; you write and refine the policies that keep documentation accurate and compliant; and you bring the operational and financial picture back to leadership with a clear recommendation attached. This is an autonomous seat in a growing practice: you will be trusted to run the office, and judged on how well it runs.
Why This Role Stands Out:- True ownership of a practice: operations, staffing, billing, and compliance all sit with this role rather than being split across several managers
- A growing organization where process improvements you design actually get implemented, and the results are visible within a month
- Both sides of the business in one seat — patient experience and revenue cycle — which is the background that moves managers into regional and multi-site leadership
- Specialty exposure in pain management, a service line with complex payer and authorization requirements that genuinely build your expertise
- A predictable Monday-through-Friday schedule with no weekend or overnight expectations
- A leadership team that wants operational and financial reporting, and acts on it
What We're Looking For:- A hands-on leader who is comfortable supervising a mixed administrative and clinical support team, and who coaches rather than simply assigns
- Someone fluent in the financial side of a medical office: claims, coding, denials, accounts receivable, and payer requirements
- A calm, organized communicator who can de-escalate a frustrated patient and then turn around and brief a provider or an owner
- A problem solver who looks for the broken workflow behind a recurring issue instead of reworking the same error every week
- Someone detail-oriented about documentation and compliance, in a specialty where the paperwork is scrutinized
- A professional who can hold several priorities at once in a fast-paced clinic and still keep the day on schedule
Job Duties & Responsibilities:- Oversee daily front and back office operations to keep workflows smooth, efficient, and patient-focused
- Supervise, mentor, and support front desk personnel, medical assistants, billing staff, and administrative support
- Manage patient scheduling, staffing coordination, and overall office productivity
- Collaborate with providers and leadership to improve operational performance across both locations
- Develop and implement policies and procedures that improve efficiency and patient satisfaction
- Address operational challenges and resolve patient and staff concerns professionally and promptly
- Oversee insurance verification, prior authorizations, claims processing, and patient billing
- Monitor billing accuracy, accounts receivable, collections, and reimbursement workflows
- Submit, track, and manage insurance claims through the practice's EHR and practice management systems
- Resolve billing inquiries, payment discrepancies, and insurance claim denials
- Ensure compliance with Medicare, Medicaid, Workers' Compensation, and commercial insurance requirements
- Identify and act on opportunities to improve revenue cycle efficiency and financial performance
- Maintain compliance with HIPAA, OSHA, and other applicable healthcare regulations
- Prepare, analyze, and review operational and financial reports for leadership
- Assist with provider credentialing and insurance contract renewals
- Monitor key performance indicators for billing, collections, patient satisfaction, and office productivity
- Support process improvements that keep documentation accurate and administrative operations efficient
Required Qualifications:- Minimum 1 year of experience in medical office management
- Strong understanding of medical billing, insurance claims, coding, and revenue cycle management
- Experience overseeing front office operations, administrative staff, and clinical support teams
- Working knowledge of Medicare, Medicaid, Workers' Compensation, and commercial insurance payer requirements
- Experience with electronic health record (EHR) and practice management systems
- Strong leadership, communication, organizational, and problem-solving skills
- Ability to manage competing priorities in a fast-paced healthcare environment
- Detail-oriented, proactive, and committed to operational excellence and patient satisfaction
- Available to work on-site Monday through Friday during normal business hours, and to travel between our two Phoenix-area locations
Preferred Background:- Previous experience in pain management, specialty medicine, or a multispecialty healthcare practice
- Familiarity with eClinicalWorks (eCW) or NextGen Office EHR
- Certified Medical Office Manager (CMOM) or Certified Professional Biller (CPB) designation
- A track record of improving billing processes, accounts receivable performance, and operational workflows
- Demonstrated ability to lead teams, implement process improvements, and support organizational growth
This Role Is Likely a Fit If You…- Like owning the whole office rather than one function of it
- Are energized by a fast clinic pace and comfortable making decisions on the floor
- Enjoy the detective work in a denied claim or an aging report as much as the people side of management
- Set a professional, service-minded tone and expect the same from your team