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Medical Office Manager – US Virtual Operations
Total LifeMedical Office Manager overseeing day-to-day administrative tasks for a US healthcare provider network in Vancouver. Ensuring compliance and support for healthcare providers in a fast-paced environment.
About the role
Key responsibilities & impact- Lead the administrative "heavy lifting" for new US providers, including onboarding, processing W2/1099 transitions, collecting W9s, and setting up system access.
- Maintain the "Provider Success" dashboard to ensure all US state licenses, NPIs, and insurance credentials are up to date.
- Manage the flow of information across our tech stack (Jotform, Slack, EHR). You will be responsible for updating therapist bios, digital business cards, and website pages.
- Assist the Provider Success Manager with auditing (e.g., Payments Audits), maintaining CPT code lists, and creating payroll/billing flowcharts.
- Serve as a primary point of contact for providers regarding administrative hurdles, license expiry reminders, and general office inquiries.
- Ensure all provider files and records are kept in strict accordance with HIPAA and company privacy standards.
- Work closely with the customer support team.
- Help maintain clinical documentation and update training materials.
- Assist with responding to faxes and voicemails from external stakeholders.
- Perform a variety of administrative and data entry tasks to support our internal team.
- Perform other related duties and tasks assigned by the clinical operations manager or medical director.
Requirements
What you’ll need- 2–4 years in medical office administration or healthcare operations.
- Certificate or Diploma in Medical Office Administration.
- Familiarity with US medical documentation (W9, NPI, CPT codes) and HIPAA regulations is essential.
- Proficiency in Slack, Google Suite, and Electronic Health Records (EHR). You should be comfortable learning new software quickly.
- You are the type of person who catches a missing signature or an expired license before it becomes a problem.
- Ability to support US-based clinicians with a high level of empathy and professionalism while reinforcing platform standards
Benefits
Comp & perks- Comprehensive Medical, Dental, and Vision insurance plans for you and your dependents.
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
medical office administrationhealthcare operationsdata entryauditingpayroll processingdocument managementlicense managementcredentialingCPT code maintenanceHIPAA compliance
Soft Skills
empathyprofessionalismattention to detailcommunicationorganizational skillsproblem-solvingcollaborationadaptabilitycustomer supporttime management
Certifications
Certificate in Medical Office AdministrationDiploma in Medical Office Administration