Office Manager - Primary Care
Rhode Island Primary Care Physicians Corporation, Cranston, RI, United States
The Opportunity
The Office Manager oversees all administrative operations for a single clinic location within the Rhode Island Primary Care Medical Group. This role ensures efficient front‑ and back‑office operations, delivers exceptional patient experience, and supports seamless day‑to‑day clinic functions. The Office Manager manages staff, workflows, and administrative systems to promote consistency, efficiency, and high‑quality care delivery while complying with all RIPCMG policies, procedures, and regulatory requirements.
Responsibilities
Front Office Management
Supervise front desk staff (receptionists, schedulers, patient service representatives)
Manage patient scheduling, appointment reminders, check‑in/check‑out processes, and phone systems
Ensure excellent customer service and patient satisfaction
Handle patient complaints and service recovery
Back Office Coordination
Oversee medical records, billing, and insurance verification processes
Coordinate with back‑office staff on claims, authorizations, and follow‑ups
Ensure accurate documentation and compliance with HIPAA regulations
Manage patient communications (results)
Staff Management
Maintain staffing schedules to support smooth daily workflows and high‑quality patient care
Oversee periodic staff performance evaluations, including progress on competencies, goals, training courses, and other key staff development initiatives
Foster a team culture that reflects respect, accountability, and continuous improvement
Operations & Workflow
Optimize office workflows and processes for efficiency
Maintain office equipment, supplies, and inventory
Coordinate facility maintenance and vendor relationships
Implement office policies and procedures in collaboration with Rhode Island Primary Care Medical Group
Patient Experience & Quality Care
Promote a welcoming and supportive environment that prioritizes patient access, communication, and satisfaction
Ensure patients receive timely, respectful, and coordinated care
Manage patient experience, dispute resolution, and non‑clinical patient correspondence
Collaborate with the Quality and Performance team to improve satisfaction scores
Collaborate with clinical staff to meet quality metrics in line with RIPCPC and value‑based care initiatives
Promote patient engagement tools such as patient portals and preventive care outreach
Financial Management
Monitor office budget and control costs
Manage petty cash and office expenses
Process payroll for administrative staff
Track key performance metrics (collections, no‑shows, productivity)
Ensure compliance with HIPAA, OSHA, state, and federal regulations
Prepare for audits and inspections, including those related to payer contracts
Maintain accurate and confidential patient and personnel records
Maintain provider credentialing with payors
Ensure full compliance with all contractual obligations established by the payors under the Sub‑Capitation Agreements
Quality & Population Health
Collaborate with RIPCPC's Quality and Performance Specialist team to implement care gap closure QI initiatives, chronic disease management, and preventive care workflows
Monitor performance on quality metrics, including HEDIS and ACO measures
Technology & Reporting
Optimize use of Electronic Health Records (EHR) and practice management systems
Participate in training and act as a practice super‑user for technology platforms supported by RIPCPC
Run and interpret performance and quality reports
Implement workflow enhancements to meet data reporting and quality benchmarks
Qualifications
Bachelor's degree in healthcare administration, business, nursing, or related field required
Exceptional written, oral, interpersonal, and presentation skills necessary to communicate with all levels of staff, physicians, clinical and administrative teams, patients, visitors, and outside services
Strong team orientation and willingness to work collaboratively
Strong organizational skills
Familiarity with healthcare concepts, practices, and procedures
Familiarity and comfort working with physicians and clinical support staff
2 or more years of experience in a supervisory/practice management role within a clinical setting
Passion for mentoring, working collaboratively, team development, and creating an unmatched patient experience
Problem‑solving mindset, orientation, eagerness to identify gaps and opportunities and implement practical solutions
Track record of judgment skills and maturity
Authorization to work in the United States
Skills and Competencies
Strong leadership and organizational skills with the ability to manage change effectively
Excellent interpersonal and communication skills to work with patients, staff, physicians, and RIPCPC teams
Familiarity with value‑based care programs including BCBS and other payer incentive models
Demonstrated knowledge of contractual agreements under BCBSRI Sub‑Capitation programs
Proficiency with EHR systems and Microsoft Office (Excel, Outlook, Teams, Word)
Ability to analyze reports and translate data into operational improvements
Benefits
Medical, dental, and vision coverage
Life insurance – company‑paid basic life insurance and voluntary supplemental policies
Company‑paid Health Reimbursement Arrangement that reduces employee responsibility for medical plan deductible
Voluntary accident insurance
401(k) eligibility at 1 year of employment; immediate vesting of company match once eligible
Paid time off
Paid holidays
Work‑life balance typical of a primary care office setting
Physical Demands
Occasional travel to RIPCPC headquarters in Cranston, RI or other network meetings may be required
Standard business hours with occasional extended hours based on practice needs
Prolonged periods sitting at a desk and using a computer
Able to sit, stand, walk for long periods of time
Must be able to lift 15 pounds at times
Compensation
Salary range: $55,000—$70,000 USD
Rhode Island Primary Care Physician's Corporation (RIPCPC) is an equal‑opportunity employer, and we encourage qualified applicants of every background, ability, and life experience to contact us about appropriate employment opportunities.
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The Office Manager oversees all administrative operations for a single clinic location within the Rhode Island Primary Care Medical Group. This role ensures efficient front‑ and back‑office operations, delivers exceptional patient experience, and supports seamless day‑to‑day clinic functions. The Office Manager manages staff, workflows, and administrative systems to promote consistency, efficiency, and high‑quality care delivery while complying with all RIPCMG policies, procedures, and regulatory requirements.
Responsibilities
Front Office Management
Supervise front desk staff (receptionists, schedulers, patient service representatives)
Manage patient scheduling, appointment reminders, check‑in/check‑out processes, and phone systems
Ensure excellent customer service and patient satisfaction
Handle patient complaints and service recovery
Back Office Coordination
Oversee medical records, billing, and insurance verification processes
Coordinate with back‑office staff on claims, authorizations, and follow‑ups
Ensure accurate documentation and compliance with HIPAA regulations
Manage patient communications (results)
Staff Management
Maintain staffing schedules to support smooth daily workflows and high‑quality patient care
Oversee periodic staff performance evaluations, including progress on competencies, goals, training courses, and other key staff development initiatives
Foster a team culture that reflects respect, accountability, and continuous improvement
Operations & Workflow
Optimize office workflows and processes for efficiency
Maintain office equipment, supplies, and inventory
Coordinate facility maintenance and vendor relationships
Implement office policies and procedures in collaboration with Rhode Island Primary Care Medical Group
Patient Experience & Quality Care
Promote a welcoming and supportive environment that prioritizes patient access, communication, and satisfaction
Ensure patients receive timely, respectful, and coordinated care
Manage patient experience, dispute resolution, and non‑clinical patient correspondence
Collaborate with the Quality and Performance team to improve satisfaction scores
Collaborate with clinical staff to meet quality metrics in line with RIPCPC and value‑based care initiatives
Promote patient engagement tools such as patient portals and preventive care outreach
Financial Management
Monitor office budget and control costs
Manage petty cash and office expenses
Process payroll for administrative staff
Track key performance metrics (collections, no‑shows, productivity)
Ensure compliance with HIPAA, OSHA, state, and federal regulations
Prepare for audits and inspections, including those related to payer contracts
Maintain accurate and confidential patient and personnel records
Maintain provider credentialing with payors
Ensure full compliance with all contractual obligations established by the payors under the Sub‑Capitation Agreements
Quality & Population Health
Collaborate with RIPCPC's Quality and Performance Specialist team to implement care gap closure QI initiatives, chronic disease management, and preventive care workflows
Monitor performance on quality metrics, including HEDIS and ACO measures
Technology & Reporting
Optimize use of Electronic Health Records (EHR) and practice management systems
Participate in training and act as a practice super‑user for technology platforms supported by RIPCPC
Run and interpret performance and quality reports
Implement workflow enhancements to meet data reporting and quality benchmarks
Qualifications
Bachelor's degree in healthcare administration, business, nursing, or related field required
Exceptional written, oral, interpersonal, and presentation skills necessary to communicate with all levels of staff, physicians, clinical and administrative teams, patients, visitors, and outside services
Strong team orientation and willingness to work collaboratively
Strong organizational skills
Familiarity with healthcare concepts, practices, and procedures
Familiarity and comfort working with physicians and clinical support staff
2 or more years of experience in a supervisory/practice management role within a clinical setting
Passion for mentoring, working collaboratively, team development, and creating an unmatched patient experience
Problem‑solving mindset, orientation, eagerness to identify gaps and opportunities and implement practical solutions
Track record of judgment skills and maturity
Authorization to work in the United States
Skills and Competencies
Strong leadership and organizational skills with the ability to manage change effectively
Excellent interpersonal and communication skills to work with patients, staff, physicians, and RIPCPC teams
Familiarity with value‑based care programs including BCBS and other payer incentive models
Demonstrated knowledge of contractual agreements under BCBSRI Sub‑Capitation programs
Proficiency with EHR systems and Microsoft Office (Excel, Outlook, Teams, Word)
Ability to analyze reports and translate data into operational improvements
Benefits
Medical, dental, and vision coverage
Life insurance – company‑paid basic life insurance and voluntary supplemental policies
Company‑paid Health Reimbursement Arrangement that reduces employee responsibility for medical plan deductible
Voluntary accident insurance
401(k) eligibility at 1 year of employment; immediate vesting of company match once eligible
Paid time off
Paid holidays
Work‑life balance typical of a primary care office setting
Physical Demands
Occasional travel to RIPCPC headquarters in Cranston, RI or other network meetings may be required
Standard business hours with occasional extended hours based on practice needs
Prolonged periods sitting at a desk and using a computer
Able to sit, stand, walk for long periods of time
Must be able to lift 15 pounds at times
Compensation
Salary range: $55,000—$70,000 USD
Rhode Island Primary Care Physician's Corporation (RIPCPC) is an equal‑opportunity employer, and we encourage qualified applicants of every background, ability, and life experience to contact us about appropriate employment opportunities.
#J-18808-Ljbffr