Office Manager

Office Manager – Fertility Clinic (Full-Time) 

Location: Bedford, TX
Hours: Full-Time
Compensation: $60,000 – $68,000 (DOE) Benefits 

About CARE Fertility 

CARE Fertility is a leading reproductive medicine practice dedicated to delivering exceptional patient care. We are seeking a highly organized, detail-oriented, and accountable Office Manager to oversee daily clinic operations, enforce policies, support department leads, and optimize workflows across the front office and IVF coordination teams. 

Who You Are 

• A hands-on leader who ensures staff accountability and smooth day-to-day operations.
• Skilled in front-office workflow management, scheduling, and patient coordination.
• Comfortable with policy enforcement and SOP oversight.
• Highly detail-oriented and proactive in solving operational issues.
• Experienced in medical office administration (fertility, OB/GYN, or specialty practices preferred).

Key Responsibilities 

Front Office & Staff Oversight 

• Directly supervise front desk and IVF coordinators.
• Monitor scheduling accuracy, wait times, and patient flow.
• Enforce adherence to clinic SOPs and policies.

HR & Administrative Management 

• Coordinate hiring through ADP, including job postings, background checks, onboarding, and uniform ordering.
• Support benefits administration, PTO verification, and accrual policies.
• Enforce employee conduct, attendance, uniform compliance, and handbook policies.
• Maintain staff training and policy compliance documentation.

Financial Operations & Revenue Support 

• Collect and deposit weekly cash box; maintain logs for reconciliation.
• Support billing staff with insurance verification, cost estimates, and patient financial counseling.
• Monitor compliance with check-in collections and financial SOPs.
• Coordinate reimbursement requests and mileage logs.

Technology & IT Access 

• Serve as first-line support for EMR, scheduling tools, and communication platforms.
• Manage system access requests for platforms including Centricity, Tebra, EngagedMD, Zoom, and external managed IT
• Maintain IT access logs and escalate technical issues.

Security & Safety 

• Maintain alarm and key access; serve as first response for alarm system.
• Coordinate with vendors for security cameras, MFA setup, and emergency response procedures.
• Oversee workplace safety protocols and compliance training.

Facilities & Vendor Management 

• Manage cleaning and maintenance schedules 
• Oversee supply ordering and vendor relationships.
• Report and escalate maintenance issues to leadership.

Insurance & Compliance Oversight 

• Coordinate with ADP/Marsh for worker’s comp and EPLI claims
• Escalate TMLT liability and insurance questions to senior leadership.
• Maintain updated insurance and vendor contact lists.

Reporting & Metrics 

• Track front-office KPIs (wait times, patient satisfaction, workflow adherence).
• Provide regular reports to Operations Manager and senior leadership.
• Review and update SOPs quarterly across all domains (HR, IT, financial, facilities, security).

Qualifications 

• 3–5 years of experience in medical office administration/management.
• Strong leadership and staff management skills.
• Knowledge of scheduling, insurance verification, and patient check-in workflows.
• Proficiency in EMRs, ADP, and practice management systems.
• Excellent organizational, problem-solving, and communication skills.

Why Join Us? 

• Be a key leader in a growing fertility clinic with a patient-centered approach.
• Competitive salary, health benefits, and opportunities for advancement.
• Ongoing training and professional development.
• Directly shape the daily operations and culture of CARE Fertility.