Office Manager for a New Sports Medicine Practice

Job Description

Job DescriptionBenefits:

• Flexible schedule
• Opportunity for advancement
• Training & development

About the Practice
We are assisting in the launch of a high-end, non-surgical orthopedic clinic in Downtown Manhattan, led by a well-known, highly respected MD. The practice will focus on conservative orthopedic care, advanced non-operative solutions, and an exceptional patient experience built on trust, clarity, and operational excellence.

This job posting is on behalf of another physician-owned practice and not the recruiting entity itself.

Position Overview
The Office Manager will play a foundational role in opening and scaling the practice. This individual will oversee daily operations, build and implement systems, lead staff, manage insurance and billing workflows (including Cash an Out-of-Network processes), and actively support sales, patient conversion, and marketing efforts.

The role will begin part-time during the launch phase, with a clear transition to full-time as the clinic grows.

Key Responsibilities
Practice Launch & Operations

• Support the opening and stabilization of a new non-surgical orthopedic practice
• Develop, document, and implement Standard Operating Procedures (SOPs) across:
  • Front desk operations and patient intake
  • Scheduling and patient flow optimization
  • Insurance verification and authorization workflows
  • Out-of-Network billing and reimbursement processes
  • Financial discussions and payment collections
• Ensure smooth clinic operations in a busy, fast-paced medical environment
• Perform other duties and operational tasks as required by the practice owner to support the success and growth of the clinic

Insurance, Billing & Revenue Cycle Management

• Manage Out-of-Network (OON) insurance workflows, including:
  • Insurance verification and benefits interpretation
  • Pre-service patient education regarding OON benefits
  • Communication with insurance carriers
  • Coordination of claims, reimbursements, and patient balances
• Serve as a primary point of contact for insurance communication and issue resolution
• Ensure compliance, accuracy, and efficiency in all insurance-related processes
• Support cash-pay and hybrid insurance models common in non-surgical orthopedic practices

Leadership & Team Management

• Hire, train, and manage front desk and clinical support staff
• Establish expectations, accountability, and performance standards
• Provide hands-on leadership in a startup environment
• Serve as a communication bridge between providers, staff, and ownership

Sales, Patient Experience & Growth

• Actively support patient conversion and retention, including:
  • Explaining treatment plans and non-surgical options
  • Handling financial conversations with confidence and empathy
  • Addressing patient concerns related to Out-of-Network coverage
• Implement sales-oriented front desk processes to maximize case acceptance
• Monitor operational and revenue-related KPIs

Marketing & Business Development

• Assist with practice marketing and growth initiatives, including:
  • Referral coordination and relationship management
  • Community outreach and local partnerships
  • Support of digital reputation and patient follow-up systems
• Ensure all patient-facing communication aligns with a premium medical brand

Required Qualifications

• Minimum 5-6 years of experience managing a busy medical clinic
• Extensive experience with Cash Transactions and Out-of-Network insurance billing, verification, and insurance communication
• Proven ability to create and implement SOPs from the ground up
• Strong leadership, communication, and problem-solving skills
• Demonstrated sales ability and comfort with treatment and financial discussions
• Highly organized, adaptable, and comfortable in a startup environment
• Flexible availability during launch phase (part-time transitioning to full-time)

Preferred Qualifications

• Orthopedics, sports medicine, pain management, or concierge medical experience
• Experience launching or scaling a medical practice
• Healthcare marketing or business development exposure
• Familiarity with the NYC healthcare and insurance landscape

Schedule & Compensation

• Part-time initially, transitioning to full-time
• Flexible hours required during the startup phase
• Competitive compensation based on experience
• Long-term leadership and growth opportunity

Ideal Candidate Profile

• This role is best suited for a senior clinic operator who:
• Understands both clinical operations and revenue generation
• Is confident managing Cash and Out-of-Network insurance models
• Thrives in high-expectation, physician-led environments
• Takes ownership and builds systems that scale