Office Manager

Colville Physical Therapy is currently seeking an Office Manager. Job Description: The Office Manager shall be directly responsible for the following execution and oversight areas: 1. Patient Care & Front Office Support Work in tandem with the Treatment Coordinator to answer telephone lines and manage patient scheduling matrices. Process incoming referrals and strategically manage the schedule to ensure an optimized insurance payer mix. Track and manage authorization requirements from insurance. Secure authorizations to ensure payment of services from insurance companies. 2. Personnel Coordination & Employee Relations Scheduling & Coverage: Implement, optimize, and maintain comprehensive employee work schedules, including the proactive management of vacation time and staff coverage gaps. Grievance Resolution: Act as the primary point of contact to address, mediate, and resolve internal employee grievances as they arise. Meeting Documentation: Facilitate management, safety, and employee one-on-one meetings, which includes capturing, preparing, and archiving all official meeting notes. 3. Financial Management & Procurement Procurement & Cost Control: Handle the sourcing, purchasing, and ordering of all facility and clinic supplies while actively implementing cost-conscious and price-modest practices. Accounts Payable Oversight: Manage accounts payable workflows and systematically review all outgoing payments to ensure precise allocation and proper disbursement. 4. Regulatory Compliance, Safety, & Facility Maintenance Equipment Care & Tracking: Coordinate, schedule, and document the mandatory annual maintenance, professional calibration, and required repairs for all clinic equipment. Regulatory Oversight: Execute and run quarterly reviews of OSHA and HIPAA compliance guidelines. Ensure all mandatory State and Federal labor law and healthcare service posters are kept up to date and visibly posted. Workplace Safety & Incident Reporting: Schedule all regular safety and employee meetings to keep safety awareness a visible priority across the clinic. Promptly record, track, and report any on-the-job employee injuries in accordance with legal guidelines. Required Qualifications & Experience Experience: Prior management experience in a medical practice setting. Proven experience overseeing a front-office team, front-desk logistics, and administrative workflows is preferred. Education: Bachelor’s degree strongly preferred. Software & Systems Fluency: Advanced proficiency with Electronic Medical Record (EMR) software. Regulatory Knowledge: Demonstrated, actionable knowledge of OSHA and HIPAA compliance mandates within a healthcare setting. Physical Demands & Work Environment The physical demands described here represent what an employee must successfully meet to perform the core functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. Stationary Positions: Must be able to remain in a stationary seated position for 6–8 hours per day while operating a computer terminal. Mobility & Facility Upkeep: Regularly required to move throughout the clinic environment to inspect facilities, retrieve inventory supplies, or assist at the front reception counter. Manual Dexterity: Continuous use of hands and wrists for precise motor skills, including rapid typing on a keyboard, filling out compliance documentation, and sorting clinical components. Communication: Frequently communicates in person and over the telephone with doctors, staff, vendors, and patients. Must be able to exchange highly accurate information and resolve confrontational grievances clearly and professionally. Lifting & Moving: Must occasionally bend, stoop, kneel, or squat to access low filing systems or physical inventory. Ability to occasionally lift, push, pull, or carry boxes of office/clinical supplies weighing up to 20–30 pounds. Visual Acuity: Requires close vision, depth perception, and …

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