Medical Office Manager Job Description
A medical office manager job description template covering HIPAA privacy-officer duties, the CMOM credential, and the ATS keywords hiring teams use.
A medical office manager runs the business side of a practice so providers can focus on patients, and the scope behind that one sentence varies enormously with practice size. At a small independent practice with three providers, the office manager is hands-on with everything — staffing, scheduling, vendor bills, and covering the front desk when someone calls out. At a larger multi-provider location, the same title describes someone managing other managers and spending more time on budget and credentialing than on the floor. Read the responsibilities list, not the title, to know which job this actually is.
This role's relationship to HIPAA is heavier than most administrative jobs. At a large share of independent and small-group practices, the office manager is the default HIPAA Privacy Officer by assignment, not by accident — meaning staff training, policy enforcement, and breach response sit with this role directly rather than with a separate compliance department. That is a real, ongoing management responsibility, not a background constraint on how data is handled elsewhere.
CMOM (Certified Medical Manager) and CMPE (Certified Medical Practice Executive) are the two credentials that come up most in this field, and they function as genuine hiring signals without being universal requirements. They matter more at practices that are professionalizing past founder-era management or scaling into multiple locations, and less at small independent practices that will hire an experienced manager on track record alone.
Calderwick · Denver, CO
Full-time · Hybrid
$68,000 – $92,000
About the role
Calderwick is hiring a Medical Office Manager to run daily operations for one of our outpatient clinic locations — eight providers, roughly 25 clinical and administrative staff, and a full patient schedule five days a week. You report to a regional operations director but own this location's staffing, scheduling, budget and compliance day to day.
The providers here are focused on patients, not on running a business. That is deliberate, and it means this role carries real decision-making weight over how the practice actually operates, not just administrative support for decisions made elsewhere.
What you'll do
- Supervise front-desk, medical assistant and billing support staff, including hiring, scheduling and performance reviews.
- Manage patient scheduling and daily flow to keep provider schedules full without over-booking.
- Serve as the practice's HIPAA Privacy Officer: staff training, policy enforcement and breach response if it comes to that.
- Administer the practice's EHR and practice-management system, and own the vendor relationship for both.
- Oversee accounts receivable and coordinate with the billing team on aging claims and denials.
- Manage supply and equipment vendor relationships against an approved annual budget.
- Track provider credentialing and license renewal deadlines so nothing lapses unnoticed.
- Handle patient complaints and scheduling conflicts that front-desk staff cannot resolve on their own.
What we're looking for
- Four or more years in a healthcare office or practice management role.
- At least one year directly supervising staff, including hiring and performance management.
- Working knowledge of HIPAA privacy and security requirements as they apply to a clinical setting.
- Hands-on experience with an EHR or practice-management system.
- Experience managing a department or practice budget.
- Comfortable being the final point of escalation for a frustrated patient or a staffing gap on a busy day.
Nice to have
- CMOM (Certified Medical Manager) or CMPE (Certified Medical Practice Executive) certification.
- Experience with a specific EHR such as Epic, Athenahealth, or eClinicalWorks.
- Experience managing payer credentialing and provider enrollment.
- Prior experience in a multi-provider or multi-site practice.
- Experience leading an EHR or practice-management system transition.
Benefits
- Medical, dental and vision coverage, with low-deductible options.
- 403(b) retirement plan with a 4% employer contribution.
- One remote administrative day per week; on-site the rest to be present for staff and patients.
- CME and professional development budget, including exam fees for CMOM or CMPE certification.
- Eighteen days of paid time off plus company holidays.
Salary range
As posted for this sample role. Real pay varies by employer, location and experience.
$68,000–$92,000/ yr
ATS keywords for this role
The applicant tracking system (ATS) — the recruiting software a hiring team searches and filters applicants with — will screen for these. Weight shows how central each one is to this specific posting.
Required and central (4)
Important (5)
Mentioned in passing (7)
Frequently asked questions
Is the medical office manager actually responsible for HIPAA compliance?
Usually yes, directly. At most independent and small-group practices, the office manager is the default HIPAA Privacy Officer, which means staff training, policy enforcement and breach response sit with this role rather than a separate compliance department. That is a heavier and more central relationship to the regulation than most administrative roles carry, and it is worth understanding before you apply.
Do I need CMOM or CMPE certification to get hired?
No, not usually. Both function as real signals, especially at practices that are scaling past founder-era management or professionalizing their operations, and larger multi-site groups lean on them more than small independent practices do. Plenty of experienced office managers are hired on a strong track record alone, without either credential.
What is the difference between a medical office manager and a practice administrator?
The titles overlap and employers use them inconsistently, but where a distinction exists, a practice administrator more often oversees multiple locations with a heavier finance and strategy focus, while an office manager runs the daily staff and patient operations of a single location. Read the responsibilities list rather than the title to know which one a given posting actually means.
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