857 Best business manager Jobs in Pittsburgh, Pennsylvania (March 2026) - page 2

Medical Office Manager

4 days ago

Pittsburgh

Job Description Position Summary The Office Administrator serves as the first point of contact for patients, referral sources, and clinical partners at InStride Prosthetics & Orthotics. This role is the heartbeat of our front office operations — creating a warm, professional, and efficient experience for every patient from their first phone call through their final visit. We are seeking a motivated, detail-oriented, and exceptional multitasker who takes pride in delivering outstanding patient service and is eager to grow with the practice. Our active patient volume averages 50–75 patients, requiring someone who thrives in a dynamic environment and can confidently manage competing priorities without sacrificing accuracy or the quality of each patient interaction. This is a unique opportunity for the right candidate. InStride is in a planned leadership succession period, with our current Office Manager preparing for retirement over the next three years. The incoming Office Administrator will work directly alongside our experienced manager in a structured knowledge transfer, learning every dimension of practice operations before stepping into the Office Manager role. This is not a hypothetical growth opportunity — it is a defined succession pathway with a clear timeline. Key Responsibilities Patient Experience & Front Office Operations The Office Administrator ensures every patient interaction — by phone, in person, or through digital communication — reflects the compassionate, professional standard InStride is known for. This includes managing all incoming calls with professionalism and warmth, triaging inquiries appropriately, and coordinating between patients and the clinical team. The administrator oversees patient registration, maintains accurate demographic and insurance records, and manages the appointment schedule to optimize clinical efficiency while accommodating patient needs. Scheduling & Patient Flow Management Manages the full scheduling cycle, including new patient intake, follow-up appointments, device fitting and delivery appointments, and coordination with referring physicians and facilities. Proactively communicates appointment reminders, delays, or preparation instructions, and works collaboratively with clinicians to minimize wait times and maximize throughput. Insurance Verification, Authorization & Billing Responsible for verifying insurance eligibility prior to appointments, initiating and tracking prior authorization requests for prosthetic and orthotic devices, and ensuring all required documentation is complete before billing submission. This includes working with Medicare, Medicaid, and commercial insurance plans, with particular emphasis on Medicare Part B compliance standards specific to O&P providers. Coordinates closely with the billing team to ensure clean claim submission and timely follow-up on outstanding authorizations and claims. Patient Check-In & Check-Out Manages the complete check-in and check-out process, confirming patient information, collecting required documentation and signatures, processing co-payments and patient responsibility balances, and ensuring patients leave each visit with a clear understanding of next steps, financial obligations, and scheduled follow-up appointments. Payment Processing & Collections Responsible for collecting patient payments at the point of service, accurately posting payments to patient accounts, and managing outstanding patient balances with professionalism and sensitivity. Communicates patient financial responsibility clearly and compassionately, initiates follow-up on unpaid balances, and escalates accounts to management when appropriate. HIPAA Compliance & Documentation All responsibilities are carried out in strict accordance with HIPAA Privacy and Security regulations. Maintains the confidentiality of all patient health information, adheres to InStride's established policies and procedures, and participates in ongoing compliance training. Plays a key role in maintaining accurate and complete medical records in accordance with Medicare and payer-specific requirements. Expanded Managerial Responsibilities (Office Manager Transition) As the Office Administrator advances through the succession timeline and assumes the Office Manager role, responsibilities will expand to include a broader scope of operational, compliance, and leadership duties. These responsibilities are introduced progressively throughout the three-year transition and will be fully owned by the Office Manager upon completion of the succession plan. Quarterly Reporting Prepare and present quarterly operational reports to ownership covering key performance indicators including scheduling efficiency, collections rates, authorization turnaround times, patient volume trends, and front office productivity. Reports should provide ownership with clear, accurate visibility into practice performance and highlight areas of opportunity or concern requiring leadership attention. Compliance Oversight Assume responsibility for front office compliance with all applicable regulatory requirements, including HIPAA Privacy and Security standards, Medicare documentation and billing compliance, and any state-specific O&P practice regulations. This includes coordinating staff compliance training, maintaining compliance logs and documentation, conducting periodic internal audits of front office processes, and serving as the primary point of contact for compliance-related inquiries from ownership and external auditors. Staff Supervision & Development Oversee the scheduling, performance, and professional development of front office staff. Conduct regular one-on-one check-ins, coordinate onboarding and training for new hires, and provide ownership with timely feedback on team performance. Foster a positive, accountable front office culture that reflects the values and standards of InStride. Vendor & Payer Relationship Management Maintain and manage relationships with key vendors, insurance payer contacts, and external service providers relevant to front office operations. Proactively address issues with payer contracts, authorization processes, or vendor services, and escalate unresolved matters to ownership with recommended courses of action. Leadership-Directed Projects & Ad Hoc Tasks Support ownership with a variety of operational, administrative, and strategic initiatives as the needs of the practice evolve. This may include participation in policy development, workflow improvement projects, technology implementation support, or preparation of materials for external meetings, accreditation reviews, or business development activities. The Office Manager is expected to approach ownership-directed requests with flexibility, professionalism, and a solutions-oriented mindset. Planned Leadership Transition: Office Administrator → Office Manager InStride's current Office Manager brings decades of institutional knowledge and deep relationships across our patient base, referral network, and insurance contacts. As she/he prepares for a well-earned retirement, the incoming Office Administrator will benefit from an intentional, structured transition designed to set both the candidate and the practice up for long-term success. Year One — Learn the Practice Work alongside the current manager to absorb established workflows, patient relationships, vendor contacts, payer relationships, and the institutional knowledge that has supported InStride for over four decades. Focus is on mastery of all front office functions and building trust with the clinical team and patient base. Year Two — Lead with Support Assume primary responsibility for front office operations with the current manager serving in an advisory and oversight capacity. The hands-on proving ground — managing scheduling efficiency, collections performance, insurance authorization workflows, and patient satisfaction while the current manager remains available as a resource. Year Three — Full Transition Step into the Office Manager role formally, with the outgoing manager available for a defined consultative period to ensure continuity. Compensation adjusts to reflect the expanded scope of the role Qualifications Required • High school diploma or GED required; Associate's or Bachelor's degree in Healthcare Administration, Business, or related field preferred, • Minimum 2 years of experience in a medical or healthcare front office setting, • Working knowledge of medical insurance, including Medicare Part B, prior authorization processes, and EOB interpretation, • Proficiency with electronic health record (EHR) or practice management software, • Strong verbal and written communication skills, • Demonstrated ability to maintain composure and professionalism in a fast-paced, patient-facing environment, • Exceptional multitasking skills with the ability to manage an active patient volume of 50–75 patients while maintaining accuracy and a high standard of care in every interaction, • Commitment to patient confidentiality and HIPAA compliance Preferred • Experience in an O, physical therapy, or durable medical equipment (DME) practice, • Familiarity with ICD-10 coding and HCPCS L-codes specific to prosthetics and orthotics, • Prior experience in a role with supervisory exposure or defined advancement pathway Compensation & Benefits • Starting salary range: commensurate with experience (competitive with Southwestern PA healthcare administrative market), • Formal Office Manager title and compensation review upon successful transition, anticipated within 36 months, • Transition milestones and compensation benchmarks documented in writing at time of hire, • Health benefits, paid time off, and retirement plan participation per InStride policy, • Continuing education support, including HIPAA and healthcare compliance training Work Environment & Schedule Full-time, Monday through Friday. Standard clinic hours with occasional flexibility required to accommodate patient scheduling needs. This is an in-person role based at our Pittsburgh-area facility.

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