Medical Office Manager / Practice Operations Manager

Medical Office Manager / Practice Operations Manager

Cottonwood Endocrinology and Diabetes Care
Sandy, Utah | Full-Time | On-Site
Salary: $58,000–$68,000 per year, depending on experience

ABOUT THE POSITION

Cottonwood Endocrinology and Diabetes Care is seeking an experienced Medical Office Manager / Practice Operations Manager to oversee the day-to-day administrative and operational functions of our busy specialty endocrinology practice.

This is a hands-on management role for someone who understands outpatient medical practice operations and enjoys keeping people, processes, schedules, vendors, and systems running smoothly.

The Office Manager will work closely with the Physician/CEO, providers, Head Medical Assistant, accounting and bookkeeping resources, billing personnel, HR support, and outside vendors.

This is not an executive, CFO, accounting, or bookkeeping position. The Physician/CEO retains responsibility for major strategic, financial, compensation, contracting, and personnel decisions. Separate accounting and bookkeeping resources will continue to handle formal financial functions.

KEY RESPONSIBILITIES

Practice Operations

• Oversee daily administrative operations across our two office suites
• Coordinate staff and provider schedules, PTO, coverage, and staffing needs
• Support physicians and providers with operational and administrative issues
• Help identify workflow problems and ensure they are resolved
• Maintain office policies, procedures, and administrative systems
• Coordinate communication among providers, administrative staff, Medical Assistants, and practice leadership

Payroll & Financial Coordination

• Prepare and run employee payroll every two weeks
• Maintain accurate payroll, PTO, and compensation information
• Work with the Physician/CEO, accountant, and bookkeeper to review budgets, expenses, and financial reports
• Maintain organized vendor and expense records
• Assist with basic account updates and financial follow-up

The Office Manager will coordinate financial processes but will not serve as the practice accountant or bookkeeper.

Human Resources

• Handle routine employee questions and basic HR matters
• Assist with hiring, onboarding, offboarding, attendance, PTO, and performance documentation
• Work with the Physician/CEO on more significant personnel issues
• Coordinate with outside HR resources when specialized assistance is needed

The practice currently uses outsourced HR support and may transition to a different contracted HR solution or bring selected HR functions in-house. The Office Manager will help administer whichever model is adopted but will not be expected to independently provide employment-law or complex HR expertise.

Billing & Patient Issues

• Maintain a working understanding of medical billing and revenue-cycle operations
• Coordinate with billing personnel to resolve recurring issues
• Help address patient billing, scheduling, communication, and service concerns that require management involvement
• Serve as an escalation resource for patient concerns that cannot be resolved by front-office or clinical staff
  

Clinical Team Collaboration

The practice has an experienced Head Medical Assistant who provides day-to-day leadership for the Medical Assistant team, including MA training, clinical workflows, and implementation of new clinical processes.

The Medical Office Manager and Head Medical Assistant will function as complementary operational leaders.

The Office Manager will:

• Work closely with the Head MA on staffing, scheduling, workflow, and performance issues
• Coordinate administrative changes that affect clinical staff
• Partner with the Head MA when implementing new systems or practice-wide workflows
• Support, rather than replace, the Head MA's responsibility for MA training and clinical workflow execution

Virtual Medical Assistant Team

The practice also utilizes a team of remote Virtual Medical Assistants based in the Philippines.

The Office Manager and Head Medical Assistant will jointly oversee and integrate this team into practice operations.

Responsibilities include:

• Help supervise scheduling, productivity, communication, and performance
• Coordinate task assignment and accountability
• Help determine which administrative and clinical-support functions can appropriately be performed remotely
• Ensure good communication between Virtual MAs, on-site staff, providers, and leadership
• Assist with onboarding and training in practice-specific systems and workflows
• Help ensure that the Virtual MA team functions as an integrated part of the practice

Technology & Process Improvement

Cottonwood Endocrinology and Diabetes Care is actively modernizing its administrative systems and workflows.

The practice uses Elation EHR and is implementing or considering additional integrated technologies, including platforms for patient engagement, digital intake, and front-end workflows, as well as electronic fax and document management

The Office Manager will help:

• Coordinate implementation of new systems
• Work with vendors and outside IT support
• Assist with staff training
• Monitor adoption and identify workflow problems
• Help redesign inefficient administrative processes
• Ensure new technology becomes part of the actual daily workflow

Advanced IT expertise is not required, but the successful candidate should be comfortable learning new systems and troubleshooting basic issues with computers, printers, phones, software, and access.

Facilities & Vendors

• Coordinate routine services for two office suites
• Manage scheduling and communication with janitorial, medical waste, shredding, maintenance, supply, and other vendors
• Arrange routine repairs and services
• Monitor recurring vendor expenses and service quality
• Escalate significant expenditures or vendor changes to the Physician/CEO

QUALIFICATIONS

Required

• Experience working in an outpatient medical practice or comparable healthcare setting
• Medical office management, supervisory, or senior administrative experience
• Experience coordinating employees and schedules
• Familiarity with payroll and basic financial information
• Working knowledge of medical billing and insurance processes
• Strong organizational and communication skills
• Ability to handle employee and patient concerns professionally
• Strong general computer skills
• Ability to learn new healthcare technology
• Good judgment regarding when to make routine decisions independently and when to involve the Physician/CEO

Strongly Preferred

• 3–5+ years of medical office or practice-management experience
• Experience in a specialty medical practice
• Experience in endocrinology, internal medicine, cardiology, rheumatology, gastroenterology, neurology, or another outpatient medical specialty
• Experience in a physician-owned practice
• Experience running payroll
• Experience with billing and revenue-cycle workflows
• Experience supervising administrative and/or clinical support staff
• Experience working directly with physicians
• Experience coordinating with accountants, bookkeepers, billing services, or outside HR resources
• Experience implementing an EHR, patient-engagement platform, or other healthcare technology

Experience in an outpatient specialty medical practice is preferred over experience limited primarily to surgical or hospital-based settings.

A bachelor's degree is welcome but not required for an otherwise highly qualified candidate.

WHO WE ARE LOOKING FOR

We are looking for someone who is organized, proactive, dependable, and comfortable taking ownership of day-to-day operations.

A typical day may involve resolving an employee scheduling issue, reviewing payroll, helping with a patient concern, working with the Head MA on staffing, following up with billing, coordinating with the bookkeeper, speaking with a software vendor, or arranging a facility repair.

The ideal candidate is someone who:

• Notices problems and follows them through to resolution
• Works well with physicians and clinical staff
• Can manage multiple priorities without constant direction
• Is comfortable holding employees accountable while remaining approachable
• Enjoys improving systems and workflows
• Is financially responsible and attentive to costs
• Understands the difference between operational management and executive decision-making

COMPENSATION AND BENEFITS

$58,000–$68,000 per year, depending on experience

Benefits include:

• Medical insurance
• Dental insurance
• Vision insurance
• Paid holidays
• Paid time off

HOW TO APPLY

Please submit a resume outlining your experience with medical-practice operations, employee supervision, payroll, billing, provider support, HR administration, technology implementation, and workflow improvement.

Cottonwood Endocrinology and Diabetes Care is an independent specialty endocrinology practice in Sandy, Utah, with an active and rapidly growing clinical research program.

Our research program is integrated directly into a large established endocrinology practice with approximately 12,000 patients, providing an exceptional environment for identifying and recruiting appropriate clinical trial participants.

Our studies include industry-sponsored pharmaceutical and medical-device research, primarily in:
Type 1 and Type 2 diabetes
Obesity and metabolic disease
GLP-1 and other incretin-based therapies
Dual- and triple-agonist therapies
Diabetes devices and technology
Immunotherapies for Type 1 diabetes and Graves' Disease
Subclinical Cushing's Syndrome