About Us
The Vascular Care Group is a rapidly expanding innovative outpatient practice offering life-changing care for vascular patients. With Board Certified physicians, world class facility, and strategic partnerships with local hospitals and networks, we offer a new, convenient model to treat vascular disease. The practice offers medical, dental vision benefits, including a company match with our 401K.

Overview

The role of the medical front desk is generally responsible for supporting the administrative activities of the facility. The front desk will maintain the organization of the office, support the Office Manager, and ensure a warm and welcoming environment for patients and families. This candidate is also expected to provide compassionate and informative service to patients while managing patient communication, filing, and answering telephones.

This is a full-time role at 40 hours a week and will report to the Office Manager. This role is required to float between both our Darien and Stamford locations on a weekly basis.

Responsibilities

• Assist patients and referring providers both in office and on the phone and direct patient concerns or questions to the appropriate party
• Verify patient eligibility and insurance prior to appointment
• Obtain referrals or insurance authorizations prior to patient appointment
• Maintains patient accounts by recording and updating personal and financial information required for proper insurance billing
• Maintain organized office filing system and retrieve patient records
• Greet patients upon arrival, assist with patient check-ins, and obtain insurance information and other necessary data
• Provide patients with intake and new patient forms
• Provide patients with support and guidance as needed
• Provide coverage until practice is closed for the day or last patient has left if after closing hours
• Managing flow of patient appointments in conjunction with clinical staff
• Managing patient expectations during delays
• Protects patients' rights by maintaining medical, personal, financial confidentiality
• Ensure compliance with all HIPAA regulations
• Collect co-pays and co-insurance and past due balances at time of service whenever possible; set up payment plans as needed
• Schedule initial and follow-up appointments for physician, clinician and ultrasound labs
• Complete ad hoc projects as requested

Requirements

• Minimum of High School diploma, Associates’ or Bachelor’s degree preferred
• 1+ years of administrative support required, experience in a medical setting preferred
• Knowledge of multi-line phone systems
• Knowledge of EPIC preferred
• Must be able to maintain a professional demeanor in a fast-paced environment
• Excellent communication skills, both verbal and written
• Previous experience with Microsoft Office suite preferred
• Willing to be available for local and/or regional assignments as needed
• Knowledge of HIPAA, Medicare and commercial insurance preferred
• Ability to perform multiple tasks in a busy medical setting

Compensation

$20/hour - $27/hour. Negotiable based on skills and experience.

#Darien

About Us

The Vascular Care Group in Wellesley is an outpatient center aiming to enhance the patient care experience by providing advanced diagnostic and therapeutic services, including vascular interventions, vein treatments, and specialized medical care, in a comfortable, cutting-edge environment. This collaboration ensures patients receive the highest quality care from a team of leading vascular surgeons.

Overview

The Vascular Care Group is seeking an operational and strategic leader who will be accountable for driving the growth, efficiency, and day-to-day activities of the practice. The Office Manager should take a proactive, hands-on approach to schedule management, staff performance, resource optimization, and patient flow, anticipating operational needs and challenges and continually seeking opportunities to expand the practice’s capacity and impact. The Office Manager is responsible for supporting a high-functioning, engaged team and for ensuring that best practices, quality standards, and all applicable regulations are met. This role reports to the Director of Clinical Operations and will work in close collaboration with the clinicians within the practice.

This role is exempt. The practice offers medical, dental vision benefits, including a company match with our 401K.

Responsibilities

• Lead day-to-day operations of the practice with a proactive mindset, addressing workflow opportunities, resolving issues before they affect patients or staff, and improving operational efficiency across all functions
• Proactively manage and optimize provider schedules to maximize clinical capacity, reduce gaps, and support practice growth
• Champion a culture of exceptional patient experience, addressing concerns promptly and thoroughly, implementing root-cause corrective actions, and monitoring and reacting to satisfaction metrics to drive continuous service improvement
• Recruit, hire, onboard, and support high-performing administrative and clinical staff setting clear performance expectations, conducting regular reviews, leading regular all-staff and function-specific meetings, providing ongoing coaching, and holding staff accountable to consistent standards, policies, and procedures
• Manage staffing levels, scheduling coverage and resource allocation in coordination with leads to meet the demands of a growing practice, planning ahead for absences and volume fluctuations to ensure seamless daily operations
• Oversee patient scheduling, registration, financial counseling, medical records, billing and collections, and cash posting, ensuring all workflows are efficient, accurate, and patient-centered
• Drive physician and referral source outreach to grow the practice’s patient base; track referral patterns, identify growth opportunities, and collaborate with leadership to expand service reach in the Metro West market
• Oversee and provide administrative support for obtaining and maintaining QUAD A and IAC accreditation as applicable
• Support clinician credentialing and licensing as well as coordination of professional development activities
• Ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations
• Lead and manage operational projects and practice improvement initiatives from inception through execution, proactively identifying inefficiencies and implementing solutions that support the growth and sustainability of the Wellesley site

Requirements 

• Minimum of 3–5 years of experience in a medical office or outpatient clinical setting, with demonstrated ownership of operational outcomes
• 3+ years in a supervisory or management role with direct accountability for staff performance, schedule management, and office operations
• Knowledge of business, finance, and accounting fundamentals; an Associate’s or Bachelor’s degree in Business Administration, Health Care Administration, or a related field is preferred
• Solid understanding of billing, revenue cycle, and payer regulations including Medicare, Medicaid, and commercial insurance
• Human resources experience encompassing full-cycle hiring, onboarding, supervision, performance management, and employee relations; familiarity with applicable labor law and HR best practices in a healthcare setting
• Proficiency with healthcare software and EHR systems (Epic experience a plus); working knowledge of office and clinical supply management and equipment maintenance requirements for a medical setting
• Excellent interpersonal, communication, and customer service skills; ability to engage professionally and effectively with a broad range of stakeholders including clinicians, administrative and clinical staff, patients and families, payers, vendors, and regulatory agencies across all communication channels
• Comfort with data and reporting; ability to collect, monitor, and interpret key practice metrics (such as scheduling, productivity, referral volume, revenue cycle), identify trends, and present findings to clinical and administrative leadership to inform operational decisions
• Strong knowledge of continuous process improvement; demonstrated ability to analyze operational data, identify gaps, and implement measurable improvements to efficiency, capacity, and growth

Compensation

$90,000 - $120,000 per year. Negotiable based on skills and experience

#Wellesley

About Us

The Vascular Care Group, Tufts Medicine, and Commonwealth Radiology Associates have opened a state-of-the-art outpatient Vascular + Vein Center in Lowell, MA to enhance the patient care experience by providing advanced diagnostic and therapeutic services, including vascular interventions, vein treatments, and specialized medical care, in a comfortable, cutting-edge environment. This collaboration ensures patients receive the highest quality care from a team of leading vascular and interventional specialists.

Overview

The Lowell Vascular + Vein Center is seeking an operational and strategic leader who will be accountable for driving the growth, efficiency, and day-to-day activities of the practice. The Office Manager should take a proactive, hands-on approach to schedule management, staff performance, resource optimization, and patient flow, anticipating operational needs and challenges and continually seeking opportunities to expand the practice’s capacity and impact. The Office Manager is responsible for supporting a high-functioning, engaged team and for ensuring that best practices, quality standards, and all applicable regulations are met. This role reports to the Director of Clinical Operations and will work in close collaboration with the clinicians within the practice, Tufts Medicine and Lowell General Hospital, Commonwealth Radiologogy, and the broader healthcare community.

This role is exempt. The practice offers medical, dental vision benefits, including a company match with our 401K.

Responsibilities

• Lead day-to-day operations of the practice with a proactive mindset, addressing workflow opportunities, resolving issues before they affect patients or staff, and improving operational efficiency across all functions
• Proactively manage and optimize provider schedules to maximize clinical capacity, reduce gaps, and support practice growth
• Champion a culture of exceptional patient experience, addressing concerns promptly and thoroughly, implementing root-cause corrective actions, and monitoring and reacting to satisfaction metrics to drive continuous service improvement
• Recruit, hire, onboard, and support high-performing administrative and clinical staff setting clear performance expectations, conducting regular reviews, leading regular all-staff and function-specific meetings, providing ongoing coaching, and holding staff accountable to consistent standards, policies, and procedures
• Manage staffing levels, scheduling coverage and resource allocation in coordination with leads to meet the demands of a growing practice, planning ahead for absences and volume fluctuations to ensure seamless daily operations
• Oversee patient scheduling, registration, financial counseling, medical records, billing and collections, and cash posting, ensuring all workflows are efficient, accurate, and patient-centered
• Drive physician and referral source outreach to grow the practice’s patient base; track referral patterns, identify growth opportunities, and collaborate with leadership to expand service reach in the Greater Lowell market
• Oversee and provide administrative support for obtaining and maintaining QUAD A and IAC accreditation as applicable
• Support clinician credentialing and licensing as well as coordination of professional development activities
• Ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations
• Lead and manage operational projects and practice improvement initiatives from inception through execution, proactively identifying inefficiencies and implementing solutions that support the growth and sustainability of the Lowell site
• Serve as a key liaison with Lowell General Hospital, Tufts Medicine, and Commonwealth Radiology affiliations and other partner organizations and vendors, fostering strong relationships that support patient referrals and care coordination, and the continued smooth operations of the practice

Requirements 

• Minimum of 3–5 years of experience in a medical office or outpatient clinical setting, with demonstrated ownership of operational outcomes
• 3+ years in a supervisory or management role with direct accountability for staff performance, schedule management, and office operations
• Knowledge of business, finance, and accounting fundamentals; an Associate’s or Bachelor’s degree in Business Administration, Health Care Administration, or a related field is preferred
• Solid understanding of billing, revenue cycle, and payer regulations including Medicare, Medicaid, and commercial insurance
• Human resources experience encompassing full-cycle hiring, onboarding, supervision, performance management, and employee relations; familiarity with applicable labor law and HR best practices in a healthcare setting
• Proficiency with healthcare software and EHR systems (Epic experience a plus); working knowledge of office and clinical supply management and equipment maintenance requirements for a medical setting
• Excellent interpersonal, communication, and customer service skills; ability to engage professionally and effectively with a broad range of stakeholders including clinicians, administrative and clinical staff, patients and families, payers, vendors, and regulatory agencies across all communication channels
• Comfort with data and reporting; ability to collect, monitor, and interpret key practice metrics (such as scheduling, productivity, referral volume, revenue cycle), identify trends, and present findings to clinical and administrative leadership to inform operational decisions
• Strong knowledge of continuous process improvement; demonstrated ability to analyze operational data, identify gaps, and implement measurable improvements to efficiency, capacity, and growth

Compensation

$90,000 - $120,000 per year. Negotiable based on skills and experience

#Lowell

About Us
The Vascular Care Group is a rapidly expanding innovative outpatient practice offering life-changing care for vascular patients. With Board Certified physicians, world class facility, and strategic partnerships with local hospitals and networks, we offer a new, convenient model to treat vascular disease.

Internship Overview

This internship offers the opportunity to gain hands-on experience in the day-to-day administrative operations of a medical office. The intern will work closely with the Office Manager and front desk team while helping create a welcoming and supportive environment for patients and their families. Through the exposure to healthcare regulations, insurance processes and patient coordination, the intern will gain the opportunity to build organizational, multitasking, and customer service skills.

What you’ll have the opportunity to learn

• Interacting with patients and referring providers both in person and over the phone
• Manage and update patient information for scheduling and insurance purposes
• Maintain organized filing systems and handling patient records
• Supporting daily office operations and assisting with special projects
• Greeting and checking in patients, including collecting necessary information and forms
• Guiding patients through intake paperwork and answering general questions
• Helping coordinate patient flow and scheduling alongside clinical staff
• Handle confidential medical information in compliance with privacy regulations like HIPAA
• Collect co-pays and understand basic medical billing processes
• Schedule appointments for physicians, clinicians, and imaging services

Preferred Background

• Currently pursuing (or recently completed) a high school diploma, associate’s, or bachelor’s degree
• Interest in healthcare administration or medical office operations
• Familiarity with basic computer systems such as Microsoft office
• Hard working mentality with an eagerness to learn more information

Compensation

$18/hour - $20/hour. Negotiable based on skills and experience. 

#Wellesley

About Us
The Vascular Care Group is a rapidly expanding innovative outpatient practice offering life-changing care for vascular patients. With Board Certified physicians, world class facility, and strategic partnerships with local hospitals and networks, we offer a new, convenient model to treat vascular disease.
The practice offers medical, dental vision benefits, including a company match with our 401K.

Overview

This role is responsible for coordinating and scheduling for surgical, diagnostic and office-based exams and procedures according to provider schedules and established policies and procedures. The Scheduler will provide scheduling, procedural, and financial instructions to patients while supporting the providers, nurses, and other clinical staff.

This role is full time at 40 hours a week and will report to the Office Manager.

Responsibilities

• Maintain surgical and procedure schedule for the facility
• Coordinate all necessary physicians and clinical staff for procedures
• Maintain clear communication with patient families throughout scheduling process
• Identify and communicate critical information, including provider availability and special supply and equipment requests to nurses or other appropriate staff
• Maintain schedule for pre-operative and post-operative patient appointments as necessary
• Monitor insurance authorization for procedures and acquiring authorizations as needed
• Provide patient appointment and procedure scheduling via both telephone and in-person interaction in office
• Provide a high level of customer service
• Maintain quality standards as it relates to HIPAA regulations
• Assist with daily operations of the office-based facility as needed

Requirements

• Minimum of a High school diploma, Associate’s or Bachelor’s degree preferred
• 1-3 years Healthcare experience preferred
• Excellent customer service skills
• Strong interpersonal skills to be able to coordinate effectively with patients and co-workers as needed
• Ability to perform multiple tasks in a busy medical setting
• Skill in using healthcare software and computer systems
• Knowledge of HIPAA, Medicare guidelines, and health insurance
• Excellent follow-up skills
• Ability to work independently and problem solve as needed

Compensation

$25/hour - $31/hour. Negotiable based on skills and experience.

#Worcester

Overview

This role is generally responsible for the non-clinical aspects of the daily operations of a medical practice and for ensuring best business practices for the office. The Office Manager must be fully engaged in the unique environment and clientele of a healthcare setting, as well as in interactions with clinicians, other practices, and the community, and in compliance with governmental regulations. 

This role is exempt and reports to the Director of Clinical Operations as well as the physicians of the practice.  

Responsibilities

• Oversee the financial performance of the revenue cycle
• Coordination of the day-to-day operations of the practice
• Develop, implement, and maintain office policies and procedures
• Coordinate physician outreach and practice development
• Interview and train a productive medical office team and conduct performance reviews
• Supervise patient scheduling, registration, financial counseling, medical records, billing and collection, data entry and processing, and cash posting
• Ensure staffing is appropriate for day-to-day operations
• Maintain and manage all filing and organizational systems for the practice
• Ensure patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent recurrences
• Promote excellent customer service by all levels of staff
• Ensure regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations
• Coordinate staff meetings for administrative and clinical staff
• Coordinate logistics for internal and external meetings and conferences
• Administrative tasks related to obtaining and maintaining AAAASF certification,
• Assist with and provide project management on ad hoc projects
• Obtain and maintain physician and clinician credentialing and licensing
• Management of insurance contracts and renewals
• Liaison with hospital affiliations

Requirements 

• Minimum of 2-3 years in a medical office setting
• 2 - 3 years in a supervisory or management position
• Knowledge of business and accounting processes usually obtained from an Associates or Bachelor's degree in Business Administration, Accounting, or Health Care Administration
• Knowledge and experience in all aspects of billing
• Knowledge of regulations related to Medicare, Medicaid, and commercial insurance
• Human resources experience in hiring, supervision, and performance reviews
• Knowledge of HIPAA and labor law
• Strong customer service skills
• Skill in writing policies and procedures
• Skill in using healthcare software and computer systems
• Knowledge of maintaining supplies and equipment for the medical setting
• Multitasking and problem-solving skills
• Professional communication and presentation skills, including face-to-face, email, telephone, and video conference
• Knowledge of continuous process improvement concepts and practices
• Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels from child to senior citizen

Compensation

$85,000 - $95,000 per year. Negotiable based on skills and experience.

#Darien

About Us
The Vascular Care Group is a rapidly expanding innovative outpatient practice offering life-changing care for vascular patients. With Board Certified physicians, world class facility, and strategic partnerships with local hospitals and networks, we offer a new, convenient model to treat vascular disease. The practice offers medical, dental vision benefits, including a company match with our 401K.

Overview

The role of the medical front desk is generally responsible for supporting the administrative activities of the facility. The front desk will maintain the organization of the office, support the Office Manager, and ensure a warm and welcoming environment for patients and families. This candidate is also expected to provide compassionate and informative service to patients while managing patient communication, filing, and answering telephones.

This is a part-time role at 2-3 days per week, flexing up if needed and will report to the Office Manager. This role is required to float between both our Hyannis and Falmouth locations on a weekly basis.

Responsibilities

• Assist patients and referring providers both in office and on the phone and direct patient concerns or questions to the appropriate party
• Verify patient eligibility and insurance prior to appointment
• Obtain referrals or insurance authorizations prior to patient appointment
• Maintains patient accounts by recording and updating personal and financial information required for proper insurance billing
• Maintain organized office filing system and retrieve patient records
• Greet patients upon arrival, assist with patient check-ins, and obtain insurance information and other necessary data
• Provide patients with intake and new patient forms
• Provide patients with support and guidance as needed
• Provide coverage until practice is closed for the day or last patient has left if after closing hours
• Managing flow of patient appointments in conjunction with clinical staff
• Managing patient expectations during delays
• Protects patients' rights by maintaining medical, personal, financial confidentiality
• Ensure compliance with all HIPAA regulations
• Collect co-pays and co-insurance and past due balances at time of service whenever possible; set up payment plans as needed
• Schedule initial and follow-up appointments for physician, clinician and ultrasound labs
• Complete ad hoc projects as requested

Requirements

• Minimum of High School diploma, Associates’ or Bachelor’s degree preferred
• 1+ years of administrative support required, experience in a medical setting preferred
• Knowledge of multi-line phone systems
• Knowledge of EPIC preferred
• Must be able to maintain a professional demeanor in a fast-paced environment
• Excellent communication skills, both verbal and written
• Previous experience with Microsoft Office suite preferred
• Willing to be available for local and/or regional assignments as needed
• Knowledge of HIPAA, Medicare and commercial insurance preferred
• Ability to perform multiple tasks in a busy medical setting

Compensation

$20/hour - $27/hour. Negotiable based on skills and experience.

#Hyannis