Office Manager
29 days ago
Bedford
Job Description Office Manager – Fertility Clinic (Full-Time) Location: Bedford, TX Hours: Full-Time Compensation: $60,000 – $68,000 (DOE) + Benefits About CARE Fertility CARE Fertility is a leading reproductive medicine practice dedicated to delivering exceptional patient care. We are seeking a highly organized, detail-oriented, and accountable Office Manager to oversee daily clinic operations, enforce policies, support department leads, and optimize workflows across the front office and IVF coordination teams. Who You Are • A hands-on leader who ensures staff accountability and smooth day-to-day operations., • Skilled in front-office workflow management, scheduling, and patient coordination., • Comfortable with policy enforcement and SOP oversight., • Highly detail-oriented and proactive in solving operational issues., • Experienced in medical office administration (fertility, OB/GYN, or specialty practices preferred). Key Responsibilities Front Office & Staff Oversight • Directly supervise front desk and IVF coordinators., • Monitor scheduling accuracy, wait times, and patient flow., • Coordinate hiring through ADP, including job postings, background checks, onboarding, and uniform ordering., • Support benefits administration, PTO verification, and accrual policies., • Enforce employee conduct, attendance, uniform compliance, and handbook policies., • Collect and deposit weekly cash box; maintain logs for reconciliation., • Support billing staff with insurance verification, cost estimates, and patient financial counseling., • Monitor compliance with check-in collections and financial SOPs., • Serve as first-line support for EMR, scheduling tools, and communication platforms., • Manage system access requests for platforms including Centricity, Tebra, EngagedMD, Zoom, and external managed IT, • Maintain alarm and key access; serve as first response for alarm system., • Coordinate with vendors for security cameras, MFA setup, and emergency response procedures., • Manage cleaning and maintenance schedules, • Oversee supply ordering and vendor relationships., • Coordinate with ADP/Marsh for worker’s comp and EPLI claims, • Escalate TMLT liability and insurance questions to senior leadership., • Track front-office KPIs (wait times, patient satisfaction, workflow adherence)., • Provide regular reports to Operations Manager and senior leadership., • Review and update SOPs quarterly across all domains (HR, IT, financial, facilities, security). Qualifications • 3–5 years of experience in medical office administration/management., • Strong leadership and staff management skills., • Knowledge of scheduling, insurance verification, and patient check-in workflows., • Proficiency in EMRs, ADP, and practice management systems., • Excellent organizational, problem-solving, and communication skills. Why Join Us? • Be a key leader in a growing fertility clinic with a patient-centered approach., • Competitive salary, health benefits, and opportunities for advancement., • Ongoing training and professional development., • Directly shape the daily operations and culture of CARE Fertility.