Practice Office Manager - Middleton

Practice Office Manager - Middleton Site

About the Role:
MFM Health is seeking a detail-oriented and collaborative Office Manager to oversee operations at our Middleton campus - a large, multi-specialty site that includes:

• MFM Express (same-day care for MFM Primary Care patients)
• Phlebotomy and Lab Processing
• Imaging Services: X-Ray, Ultrasound, and Bone Density
• Primary Care Triage Nurses
• Supporting Patient Care Representative Teams: front desk, phone scheduling, referrals, and advanced imaging prior authorization staff
• The Middleton site also houses non-MFM tenants, currently including a podiatry practice and LabCorp phlebotomists, with additional tenants expected in the future.

The Office Manager plays a critical role in ensuring that all departments and tenants at the Middleton site operate efficiently, collaboratively, and in alignment with MFM Health's standards for patient care and service excellence.

The Office Manager does not have direct reporting staff but is responsible for maintaining smooth daily operations across all MFM teams and non-MFM tenants within the Middleton facility. This individual serves as the on-site liaison between front-line teams and the MFM Management Team, ensuring real-time communication, proactive problem-solving, and operational consistency throughout the site.

What We Offer:

• Enhanced Benefits Package: Enjoy a comprehensive benefits package that includes discretionary paid time off to ensure a healthy work-life balance and a 401(k) plan with employer match.
• Professional Growth Environment: At MFM Health, we are committed to your professional development. We offer continuous opportunities for learning and career advancement in a supportive and collaborative environment.

Key Responsibilities:

• Middleton Operational Coordination
  • Provide on-site support for day-to-day operations across all MFM Health departments at the Middleton site, including MFM Express, Lab, Imaging, Triage, and PCR teams, serving as the on-site liaison and primary point of contact for all operational, facility, and interdepartmental issues.
  • Coordinate with and support departmental leads (e.g., Lab Manager, Radiology Lead, Triage Supervisor, PCR Supervisor, attending Doctor, Lead Medical Assistant) to ensure seamless workflows, adequate coverage, and effective communication between teams.
  • Identify and escalate operational concerns, staffing challenges, or workflow inefficiencies to the MFM Management Team for review.
  • Reinforce MFM Health policies, procedures, and service standards to ensure a consistent, patient-centered experience across all departments.
  • Build strong, collaborative relationships with non-MFM tenants to ensure a cohesive and professional environment within the shared facility.
• Middleton Patient Experience
  • Foster a welcoming, professional environment for patients and families at the Middleton location.
  • Support staff in managing difficult patient interactions, coordinating with staff supervisors and leads to provide guidance and coaching as needed.
  • Monitor patient feedback and collaborate with leadership to enhance service quality and communication.
• Middleton Facilities & Technology
  • Serve as the on-site liaison for building and facility-related issues, maintaining direct communication with the MFM Management Team to escalate concerns or coordinate resolutions as needed.
  • Oversee daily facility readiness, including safety, cleanliness, signage, and supply levels across patient and staff areas in collaboration with the MFM Management Team.
  • Coordinate maintenance, custodial, and vendor access needs to ensure minimal disruption to clinical operations in collaboration with the MFM Management Team.
  • Collaborate with the MFM Management Team and IT support to assist with troubleshooting technology or Athena-related issues.
  • Maintain accurate communication channels for emergency procedures, facility updates, or system downtime coordination in collaboration with the MFM Management Team.
• Middleton Administrative & Compliance Oversight
  • Ensure adherence to MFM Health policies, HIPAA, OSHA, and all applicable regulatory standards at the Middleton location.
  • Support updates to operational policies and workflows that improve efficiency, quality, or compliance in collaboration with the MFM Management Team.
  • Maintain documentation of facility incidents, safety checks, and inspection readiness at the Middleton location.
  • Support supply management, inventory tracking, and expense oversight at the Middleton location within approved budgets in collaboration with the MFM Management Team.
  • Participate in implementation of new hire process improvements, technology solutions, or pilot programs at the Middleton site level in collaboration with the MFM Management Team.
• Team Collaboration & Communication
  • Promote teamwork, professionalism, and accountability across all on-site departments and tenants.
  • Serve as a communication bridge between front-line staff, providers, and leadership, ensuring accurate, timely sharing of updates and initiatives.
  • Support real-time problem-solving during high-volume or high-pressure situations to maintain operational flow.
  • Assist with onboarding support for new staff assigned to the Middleton site, coordinating with MFM department supervisors, managers, and HR.
  • Represent site operations in leadership huddles or meetings as requested by the MFM Management Team.
• Reporting & Continuous Improvement
  • Track trends and identify opportunities to enhance patient satisfaction, staff efficiency, and interdepartmental communication within the Middleton location and with other MFM office locations.
  • Compile and submit reports relevant to assigned roles to the MFM Management Team as requested.
  • Participate in quality movement initiatives that align with MFM's mission and Flywheel framework.
  • Reinforce a culture of excellence and continuous improvement, consistent with MFM Health's core values: Do What's Best for the Patient, Think Team First, Honor Commitments, Be Relentless About Improvement, and Celebrate Success.

Qualifications:

• Associate's or Bachelor's degree in Healthcare Administration, Business Management, or related field preferred.
• 3-5 years of experience in medical office management, operations coordination, or healthcare administration required.
• Strong understanding of medical office workflows, patient access operations, and cross-departmental coordination.
• Demonstrated ability to lead through influence, communication, and collaboration in coordination with managers, leads, and other supervisory staff.
• Exceptional interpersonal, organizational, and conflict-resolution skills.
• Proficiency in EHR and practice management systems (Athena and Google Workspace preferred).
• Ability to maintain composure, prioritize, and problem-solve in a fast-paced environment.

Salary Range: $80K to $92K, commensurate with experience

About MFM Health
Our mission at MFM Health is to Make Lives Meaningfully Better. We are continually expanding our practice to provide quality, comprehensive, and compassionate care to patients on the North Shore and beyond. We are committed to hiring passionate individuals who are motivated to succeed in a collaborative, patient-centric culture. We pride ourselves on our commitment to excellence, offering services 365 days a year, drive-thru healthcare, and on-site specialty teams and ancillary services.

At MFM Health, we offer excellent benefits, top-notch training, and a vibrant work environment. We believe in celebrating our employees' successes and regularly gather for company-wide parties and events to foster strong team connections. Join us as we continue to grow, investing in our people, programs, and technology to deliver legendary patient service and further our reputation as the provider, practice, and employer of choice!