Office Manager

Department: Clinic

Position Type: Full-Time

FLSA: Exempt

Job Summary:

Join us and be a part of Trillium—a mission driven team committed to expanding access to high quality, compassionate care for everyone we serve. The Office Manager oversees the day‑to‑day operations, staff supervision, and overall administrative management of a multi‑specialty medical clinic. This role ensures efficient clinic operations through strong leadership, data‑informed decision‑making, and cross‑functional collaboration—all while maintaining high‑quality patient care, regulatory compliance, and a positive work environment.

In this position, the Office Manager utilizes Epic electronic health record reporting and management dashboards to monitor productivity, access, quality, and staff performance. The role works closely with providers, clinical staff, peer managers, and administrative leadership to support the mission and goals of the organization.

Duties/Responsibilities:

1. Operational Management

Oversee daily clinic operations and ensure efficient patient flow.

Monitor scheduling, appointment availability, provider utilization, and access standards using Epic dashboards.

Coordinate staffing schedules and manage PTO to ensure adequate coverage, including paid time off management

Ensure compliance with state and federal regulations related to clinic operations (HIPAA, PCMH, FQHC)

Utilize Epic Management Dashboards to:

Track clinic and staff productivity metrics

Monitor no-show rates, late arrivals, visit volume, and throughput

Identify trends, gaps, and opportunities for operational improvement

Support data-driven staffing and scheduling decisions

Partner with leadership to implement workflow improvements based on operational and productivity data

2. Leadership and Supervision

Supervise front office and clinic support staff

Hire, onboard, train, evaluate, and manage staff performance, addressing performance concerns in a timely and supportive manner

Use Epic data and productivity metrics to support performance coaching, recognition, and corrective action as appropriate

Promote a collaborative, team-oriented environment that enhances communication, accountability, and patient care

Hold regular staff and provider meetings to review operations, performance metrics, and improvement initiatives

Conduct regular one-on-one meetings with staff to: Review role expectations and productivity benchmarks

Identify training needs and development opportunities

Reinforce organizational values and performance standards

Collaborate with other Office Managers, Supervisors, and Clinical Leaders to:

Share best practices and standardize workflows

Align expectations across sites

Support consistent staff training and performance management

3. Patient Experience

Promote a patient-centered environment that supports access, quality, and high patient satisfaction

Partner with the Patient Experience Coordinator to investigate, resolve, and prevent patient concerns

Collaborate with medical and operational staff to support quality improvement initiatives and service delivery outcomes

Use Epic and patient experience data to identify trends impacting access, wait times, and continuity of care

4. Administrative Oversight

Oversee supply inventory and equipment maintenance in collaboration with clinical staff

Coordinate IT, Epic access, and equipment need to support clinic operations

Support staff training related to Epic workflows, documentation standards, and operational best practices

Collaborate with leadership to support the integration of new providers, services, and specialties

Ensure staff adherence to policies, procedures, and documentation standards.

Required Skills/Abilities:

Strong understanding of clinic operations, including scheduling, access, productivity, and regulatory compliance

Ability to analyze data and translate insights into operational action

Excellent communication, problem-solving, and organizational skills

Education and Experience:

Associate’s or Bachelor’s degree in healthcare administration, business, or a related field preferred

Minimum of 5 years of healthcare management experience, preferably in a multi-specialty clinic or medical office setting

Demonstrated experience supervising clinical and administrative staff

Physical Requirements:

While performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear.  Occasionally the employee must stoop, bend and lift or move up to 25 lbs.  Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.