About the Company

Ascend Regenerative Medicine is a high-growth pain management and regenerative medicine practice on Long Island focused on restoring function and improving quality of life for patients suffering from musculoskeletal and spine-related conditions. Our practice specializes in interventional pain procedures, regenerative therapies, and rehabilitation-focused care. We operate high-volume clinics that require efficient systems, strong leadership, and disciplined operational management. We are building a team of high performers who take ownership of outcomes, not just tasks.

About the Role

The Office Manager is the operational leader of the practice and is responsible for ensuring that both clinical locations operate efficiently, profitably, and with exceptional patient service. This role oversees administrative staff, scheduling systems, patient flow, and operational processes while maintaining direct oversight of the practice’s revenue cycle performance. While the Office Manager does not perform billing, the role requires a strong understanding of medical billing, insurance processes, and revenue cycle operations across:

• Commercial insurance
• Medicare
• Medicaid
• Workers’ Compensation
• New York No-Fault insurance
• In-network and out-of-network billing

The Office Manager serves as the primary point of accountability for ensuring that the billing company performs properly, claims are followed through to payment, and revenue leakage is minimized. This role is best suited for someone who is organized, decisive, technologically capable, and comfortable managing a fast-paced medical environment where performance matters.

Responsibilities

• Practice Operations Leadership
• Lead daily administrative operations across both locations.
• Supervise front desk and administrative staff to maintain high productivity and accountability.
• Implement systems that improve efficiency, reduce bottlenecks, and support high patient throughput.
• Ensure operational consistency between both office locations.
• Maintain strict HIPAA compliance and adherence to New York healthcare regulations.

Revenue Cycle Oversight

• Maintain working knowledge of the full medical billing lifecycle across all major payer types.
• Act as the primary liaison to the third-party billing company, ensuring claims are submitted, followed up on, and resolved efficiently.
• Monitor accounts receivable aging, collection performance, denial rates, and payment timelines.
• Identify delays, underpayments, or claim issues and escalate them to the billing company for resolution.
• Ensure billing vendors are meeting performance expectations and adhering to payer requirements.
• Monitor payer reimbursement trends and identify opportunities to improve collections.
• Maintain awareness of New York No-Fault billing processes, including documentation and filing requirements.

eClinicalWorks (eCW) Systems Management

• Serve as the internal operational lead for eClinicalWorks (eCW).
• Optimize templates, workflows, and scheduling systems.
• Generate operational and financial reports for leadership.
• Ensure accurate charge capture workflows and documentation processes.
• Train staff on efficient and compliant system use.
• Evaluate and implement technology solutions that improve operational performance.

Scheduling & Patient Flow Management

• Oversee scheduling operations for consultations, follow-ups, and procedures.
• Maintain efficient provider scheduling to maximize productivity and patient access.
• Monitor insurance verification and authorization processes.
• Improve patient intake systems to reduce wait times and improve patient experience.

Financial & Operational Performance

• Monitor daily collections and financial reporting.
• Review accounts receivable and reimbursement trends.
• Identify operational inefficiencies affecting revenue or patient flow.
• Support practice leadership with operational planning and performance analysis.

Qualifications

• Experience managing operations in a medical practice or healthcare setting.
• Working knowledge of medical billing and revenue cycle processes including Medicare, Medicaid, commercial insurance, Workers’ Compensation, and No-Fault billing.
• Strong familiarity with eClinicalWorks (eCW) preferred.
• Experience in pain management, orthopedics, or physical medicine practices preferred.
• Strong leadership, communication, and organizational skills.
• High level of professionalism, discretion, and attention to detail.

Required Skills

• Managing people
• Holding vendors accountable
• Working with operational and financial data
• Using healthcare technology systems
• Operating in a fast-paced clinical environment

Preferred Skills

• Experience in pain management, orthopedics, or physical medicine practices preferred.

Pay range and compensation package

Salary: $70,000 – $85,000 depending on experience

Benefits include:

• 401(k) retirement plan
• 10 weeks Paid Time Off (PTO)
• 5 paid sick days annually
• Leadership role within a growing specialty practice
• Opportunity to help build operational systems and processes
• Collaborative and professional work environment

Equal Opportunity Statement

We are committed to diversity and inclusivity.