Medical Office Manager/Allergy Department Manager

Medical Office & Allergy Department Manager

Come join our team! We have a full-time opening for an experienced Medical Office Manager who will also lead our Allergy Department. This role supports our CEO and administrative team.

About Us

Established in 1969, Austin ENT Clinic is one of the leading Ear, Nose and Throat clinics in the nation. Our physicians specialize in otolaryngologic care for pediatric and adult patients at locations across the greater Austin area. Our practice features state-of-the-art care for ear, nose, and throat problems, hearing loss, environmental allergies, sinus, and head and neck surgery. We offer a variety of highly specialized procedures that utilize the latest medical technology.

What you will be doing

You will be responsible for management of office operations and the day-to-day leadership of our Allergy Department, including allergy testing and immunotherapy services. Hours are generally Monday–Friday, 8am to 5pm.

What you will needExperience

* Three to five years of work experience, with increased responsibility, in a medical office setting
* Experience and understanding of managed care
* Experience supervising staff strongly preferred
* Solid understanding of scheduling efficiency and patient flow in a medical practice
* Experience filing insurance claims and understanding reimbursement requirements
* Familiarity with practice management software
* Experience managing personnel files and explaining benefits to new employees
* Neat, professional appearance
* Able to handle staff questions, problems, concerns
* Motivation to regularly evaluate workflow and systems to improve efficiency
* Able to coordinate interaction with referring providers and assist in promoting growth of the practice

Allergy experience

* Two or more years of experience in an allergy, ENT allergy, or immunology practice, including supervision of allergy staff
* Working knowledge of allergy testing (skin prick, intradermal, and blood testing) and immunotherapy (allergy shots and sublingual drops), including build-up and maintenance schedules
* Understanding of allergen extract preparation, labeling, storage, and beyond-use dating under USP Chapter 797 standards
* Knowledge of coding, prior authorization, and payer requirements for allergy testing and immunotherapy
* Familiarity with anaphylaxis protocols, emergency readiness, and post-injection observation requirements
* Clinical background (RN, LVN, or CMA) preferred; current BLS certification preferred

Personnel

* Manages all staffing needs—screens all applicants, suggests hiring of non-clinical office staff and conducts performance reviews
* Recommends staff merit increases, promotions, and disciplinary actions to Administrator
* Supervises the development and revision of job descriptions and hiring requirements
* Completes and updates personnel files—ensures required forms are completed in a timely fashion
* Maintains personnel policy manual
* Submits office staff time cards for payroll processing—verifies accuracy and completeness of employee time
* Maintains all vacation and other "days off" schedules
* Ensures staff adequately trained for cross-cover to allow all posts to be filled by trained personnel during vacations and when staff call in sick—fills in when needed
* Responsible for maintaining high morale and good relations throughout the office
* Recommends appropriate staff to attend continuing education courses in accordance with continuing education policies
* Holds office staff meetings as required; prepares meeting minutes, and distributes them to staff and Administrator

Daily Operations

* Ensures office is opened and closed daily, according to protocol
* Oversees and distributes work activities and schedules
* Creates and/or updates office procedures manual
* Oversees petty cash and change funds—balances and accounts for the money daily and provides change when needed
* Ensures staff performs collection and verification of a patient's demographic and insurance data prior to the patient's visit
* Ensures staff performs consistent collection of payment at time of service
* Reviews daily reports and ensures check-out staff accurately completed the daily close
* Oversees all cash handling including the daily deposit
* Ensures staff stocks sufficient supplies available for delivery of quality patient care—orders major supplies as needed and obtains competitive bids at least annually
* Supervises the initial sort of the daily mail—gives to appropriate staff for opening and distribution
* Maintains and suggests improvements to physician(s) schedules

Accounts Receivable

* Has detailed knowledge of the claims submission, follow-up, and patient collections processes
* Speaks directly with patients who have large outstanding balances, or coordinates communication with patient accounts representative
* Ensures staff understands and appropriately uses the Managed Care Manual
* Maintains knowledge of how to enter patient accounts and post payments
* Posts all surgical/hospital charges within 48 hours of procedures—ensures that physicians submit these charges at least weekly

Allergy Department

* Supervises allergy nurses, technicians, and support staff—participates in hiring, scheduling, onboarding, and performance reviews in coordination with the Administrator and supervising physician
* Ensures allergy staff complete initial and annual competency training, including extract compounding competencies required under USP Chapter 797, and maintains documentation
* Oversees allergy testing and injection clinic schedules to maximize patient flow, reduce wait times, and support physician productivity
* Ensures allergen extract vials are mixed according to physician orders, correctly labeled, and assigned proper beyond-use dates; maintains mixing logs and records
* Manages inventory of allergenic extracts, vials, diluents, and testing supplies—tracks expiration dates, orders as needed, and obtains competitive bids at least annually
* Ensures extract refrigerator temperatures are monitored and logged daily and that corrective action is taken and documented for any excursion
* Maintains emergency readiness in the allergy area—verifies epinephrine and emergency supplies are stocked and in date, and that staff follow anaphylaxis and post-injection observation protocols
* Ensures accurate charge capture and coding for allergy testing and immunotherapy; coordinates prior authorizations and works with billing staff to resolve denials
* Monitors immunotherapy patient adherence—tracks missed or late injections, build-up and maintenance schedules, and coordinates patient outreach
* Maintains the allergy policies and procedures manual, patient consent forms, and patient education materials
* Ensures allergy department compliance with OSHA, HIPAA, infection control, and clinic safety requirements
* Reports allergy department volume, revenue, and compliance metrics to the Administrator and recommends opportunities for service growth

Job Type: Full-time

Pay: From $70,000.00 per year

Benefits:

* 401(k)
* 401(k) matching
* Employee assistance program
* Employee discount
* Flexible spending account
* Health insurance
* Life insurance
* Paid time off
* Professional development assistance
* Referral program
* Retirement plan

Education:

* Bachelor's (Required)

Experience:

* Medical office management: 4 years (Required)

Work Location: In person