Cadoo Medical Office Manager Montclair, NJ · Jersey City, NJ · Full time Company website

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Cadoo Medical was born out of Dr. Lisa Cadoo’s standard of excellence and her determination to put the human experience at the forefront of healthcare. At Cadoo Medical we strive to put our patients first and succeed at giving them an outstanding and unparalleled healthcare experience

Company Description

Cadoo Medical is a healthcare company based in Montclair and Jersey City, New Jersey, specializing in providing comprehensive medical services. As a trusted organization in the community, Cadoo Medical is dedicated to delivering high-quality care and innovative solutions to improve patient outcomes. The company values collaboration and professionalism, fostering a supportive environment for both patients and staff. Join a dynamic team committed to excellence in healthcare delivery and management.

The Office Manager leads the clinical, administrative, and operational performance of two practice locations. This role requires strong leadership, organization, and sound judgment to ensure smooth daily operations, regulatory compliance, effective staff support, and an exceptional patient experience. The Office Manager will be required to be on-site five (5) days a week, and on-call one (1) day per week. Tentative schedule to be discussed monthly in advance. Responsibilities listed below are representative and may expand as practice needs evolve.

 

Practice & Operations Management

·      Oversee day-to-day operations across multiple practice locations.

·      Ensure efficient clinical and administrative workflows at all sites.

·      Supervise front-office and back-office functions to maintain effective throughput and service quality.

·      Identify, develop, and implement workflow and process improvements.

·      Create, maintain, and update policies, protocols, spreadsheets, logs, trackers, and operational tools, including ensuring proper storage and accessibility.

·      Troubleshoot and resolve operational and technical issues to keep daily operations running smoothly.

·      Coordinate office closures, transitions, and implementation of emergency protocols.

·      Complete daily operational checks, balances, and end-of-day closing reports.

·      Coordinate and deliver staff training as needed.

·      Maintain practice records in accordance with state regulations and compliance requirements.

Employee Services Support

·      Manage hiring, onboarding, and separation of employment.

·      Support event coordination and participation as needed.

·      Respond to staff emergencies, call-outs, and urgent operational issues as needed.

·      Coordinate coverage and ensure operational continuity.

·      Coordinate and oversee new employee onboarding, including:

o  Employment applications and documentation,

o  Employment eligibility verification,

o  Background checks,

o  Verification of licenses and certifications,

o  Review of roles, responsibilities, policies, protocols, and performance expectations, and

o  Coordination of clinical and administrative training for new and current staff.

·      Maintain complete, accurate, and confidential employee files.

·      Manage employee records and tracking, including:

o  Timesheets,

o  PTO, sick time, vacation, FMLA, disability, and other leave tracking, and

o  Approvals and denials of time-off requests.

·      Coordinate employee benefits administration, including:

o  Health benefits enrollment and termination (after 3 months of employment)

o  401(k) enrollment and termination (after 1 year of employment)

Payroll & Timekeeping

·      Ensure accurate employee timekeeping and timesheet completion.

·      Track schedules, breaks, attendance, and leave.

·      Verify and submit bi-weekly payroll.

·      Prepare payroll reports and provider bonus calculations as required.

Scheduling & Staffing

·      Coordinate daily provider and staff schedules across locations.

·      Maintain provider on-call schedules and communicate updates weekly/monthly.

·      Coordinate staffing coverage for call-outs, emergencies, and schedule changes.

·      Serve as the primary point of contact for staffing communications and concerns.

·      Ensure clinical and administrative staff maintain accurate and current patient records, including demographics and active insurance information.

·      Provide hands-on clinical and/or administrative support as needed.

Credentialing & Compliance (A Plus but not required)

·      Manage and maintain provider and group credentialing, including:

o  CAQH and other credentialing portals for group, new, and active providers,

o  New payer enrollments, credentialing, and contracts, and

o  Ongoing verification and maintenance of credentials for providers and medical assistants.

·      Manage credentialing requirements for provider and non-provider staff as applicable.

·      Ensure all licenses, certifications, and credentials remain current and compliant.

·      Maintain working knowledge of payer requirements and benefits.

·      Navigate payer portals as needed, including (but not limited to):

o  Availity

o  NaviNet

o  UHC

o  PEAR

o  Other payer platforms as required

Billing & Revenue Cycle Support

·      Maintain working knowledge of CPT and ICD-10 coding.

·      Support the Billing Department as needed.

·      Process and track daily charge slips and ensure timely, accurate transfer to billing.

·      Process self-pay charges and apply payments appropriately.

·      Obtain and track prior authorizations when required.

·      Process medical records requests as needed.

·      Support Accounts Receivable and Accounts Payable functions, including invoice and payment processing.

Training & Compliance Logs

·      Maintain and monitor clinical and administrative training logs, including (but not limited to):

o  Hand hygiene,

o  Bloodborne and airborne pathogens,

o  Vaccines and injections,

o  HIPAA,

o  Testing and maintenance of equipment essential to daily operations,

o  EMR, scheduling, eligibility verification, and other required portals/tools,

o  State-required training and documentation,

o  Front-office training and logs, and

o  Clinical staff training and logs.

·      Ensure training compliance across all staff and coordinate retraining as needed.

Inventory & Office Maintenance

·      Maintain inventory logs and oversee ordering of medical and office supplies.

·      Maintain pharmaceutical inventory documentation and required logs (e.g., vaccines, injections).

·      Maintain office procedure and testing logs.

·      Maintain facility/maintenance logs and coordinate cleaning and repairs for all practice areas.

·      Coordinate with vendors, labs, pharmaceutical representatives, and external partners.

Patient & Staff Communication

·      Support patient engagement and patient satisfaction initiatives.

·      Manage communications related to office closures, delays, operational updates, and urgent practice needs.

·      Oversee and implement patient communications through the EMR and other approved platforms.

·      Provide hands-on support in any area of office operations when needed.

 

This role is entitled to two weeks paid vacation, three personal days, paid holidays, company benefits (Medical, Dental, Vision, 401k).