Office Manager for a New Sports Medicine Practice - New York, NY
7 hours ago
Job description
Replies within 24 hours
Benefits:
- Flexible schedule
- Opportunity for advancement
- Training & development
About the Practice We are assisting in the launch of a high-end, non-surgical orthopedic clinic in Downtown Manhattan, led by a well-known, highly respected MD. The practice will focus on conservative orthopedic care, advanced non-operative solutions, and an exceptional patient experience built on trust, clarity, and operational excellence.
This job posting is on behalf of another physician-owned practice and not the recruiting entity itself.
Position Overview The Office Manager will play a foundational role in opening and scaling the practice. This individual will oversee daily operations, build and implement systems, lead staff, manage insurance and billing workflows (including Cash an Out-of-Network processes), and actively support sales, patient conversion, and marketing efforts.
The role will begin part-time during the launch phase, with a clear transition to full-time as the clinic grows.
Key Responsibilities Practice Launch & Operations
- Support the opening and stabilization of a new non-surgical orthopedic practice
- Develop, document, and implement Standard Operating Procedures (SOPs) across:
- Front desk operations and patient intake
- Scheduling and patient flow optimization
- Insurance verification and authorization workflows
- Out-of-Network billing and reimbursement processes
- Financial discussions and payment collections
- Ensure smooth clinic operations in a busy, fast-paced medical environment
- Perform other duties and operational tasks as required by the practice owner to support the success and growth of the clinic
- Manage Out-of-Network (OON) insurance workflows, including:
- Insurance verification and benefits interpretation
- Pre-service patient education regarding OON benefits
- Communication with insurance carriers
- Coordination of claims, reimbursements, and patient balances
- Serve as a primary point of contact for insurance communication and issue resolution
- Ensure compliance, accuracy, and efficiency in all insurance-related processes
- Support cash-pay and hybrid insurance models common in non-surgical orthopedic practices
Leadership & Team Management
- Hire, train, and manage front desk and clinical support staff
- Establish expectations, accountability, and performance standards
- Provide hands-on leadership in a startup environment
- Serve as a communication bridge between providers, staff, and ownership
Sales, Patient Experience & Growth
- Actively support patient conversion and retention, including:
- Explaining treatment plans and non-surgical options
- Handling financial conversations with confidence and empathy
- Addressing patient concerns related to Out-of-Network coverage
- Implement sales-oriented front desk processes to maximize case acceptance
- Monitor operational and revenue-related KPIs
Marketing & Business Development
- Assist with practice marketing and growth initiatives, including:
- Referral coordination and relationship management
- Community outreach and local partnerships
- Support of digital reputation and patient follow-up systems
- Ensure all patient-facing communication aligns with a premium medical brand
Required Qualifications
- Minimum 5-6 years of experience managing a busy medical clinic
- Extensive experience with Cash Transactions and Out-of-Network insurance billing, verification, and insurance communication
- Proven ability to create and implement SOPs from the ground up
- Strong leadership, communication, and problem-solving skills
- Demonstrated sales ability and comfort with treatment and financial discussions
- Highly organized, adaptable, and comfortable in a startup environment
- Flexible availability during launch phase (part-time transitioning to full-time)
Preferred Qualifications
- Orthopedics, sports medicine, pain management, or concierge medical experience
- Experience launching or scaling a medical practice
- Healthcare marketing or business development exposure
- Familiarity with the NYC healthcare and insurance landscape
Schedule & Compensation
- Part-time initially, transitioning to full-time
- Flexible hours required during the startup phase
- Competitive compensation based on experience
- Long-term leadership and growth opportunity
Ideal Candidate Profile
- This role is best suited for a senior clinic operator who:
- Understands both clinical operations and revenue generation
- Is confident managing Cash and Out-of-Network insurance models
- Thrives in high-expectation, physician-led environments
- Takes ownership and builds systems that scale
Compensation: $ $40.00 per hour
We are an exclusive physical therapy boutique expanding our health and wellness practice to the next level We are looking for new TRIBE members to join us in the future. Our mission is deliver the best experience and outcome through unforgettable and high level services.
Our Core Values: Trust, Respect, Inspiration, Balance, Excellence, Collaboration, Authenticity (That's TriBeCa)
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