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 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. 

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Overview:

This role is generally responsible for providing administrative and clinical support in a vascular medical office.

This role will report to the Office Manager for operational matters and to clinical leadership for clinical matters.

Responsibilities

• Room patients, prepare patients for examination, take vitals, and record patients' health history
• Provide compassionate patient support and care, attention and assistance during office visits
• Assist provider during office visits and procedures
• Set-up sterile field, assist with procedures, and perform routine specimen collection and tests
• Stock supplies and sterilize equipment
• Prepare equipment and examination rooms, and clean instruments
• Assist physician with medical treatments, procedures, and exams
• Answering office telephone, including assisting with scheduling patients, and providing 24-hour call backs to patients as needed
• Provide coverage until practice is closed for the day or last patient has left if after closing hours
• Manage inventory of medical supplies and equip exam rooms with appropriate supplies
• Complete additional projects as requested

Requirements

• High school diploma or GED required; completion of an accredited medical assistance certification program preferred
• 1+ year experience in a medical setting, ideally surgical
• BLS Certification
• Excellent interpersonal skills
• Ability to communicate clearly and effectively with patients and team members in a courteous and friendly manner at all times
• Must be detail-oriented and highly organized
• Firm grasp on medical practices, administrative processes, and organizational policies
• Knowledge of patient care and examination procedures
• Must be able to maintain confidentiality at all times

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Overview

This role is generally responsible for providing clinically relevant information to assist the physician with the diagnosis and treatment of vascular patients. All activities should be performed consistent with the Vascular Sonographer’s education and training, and in accordance with facility policies and procedures and applicable professional standards.

Responsibilities

• Prepare exam room and ultrasound equipment to conduct sonography examinations in accordance with infectious disease, sterilization, and patient safety protocols, policies, and procedures
• Conduct patient clinical assessment and perform the diagnostic medical sonography examination ordered by the supervising physician in accordance with professional and facility protocols
• Apply independent, professional, ethical judgment, and critical thinking to safely perform diagnostic sonography procedures
• Apply independent judgment during the sonography examination to ensure that appropriate anatomical, pathological, and clinical conditions are accurately captured in the examination images
• As necessary, acquire additional ultrasound imaging to facilitate optimum diagnostic results for the interpreting physician
• Identify and document any limitations to the sonography examination
• Adhere to all requirements for IAC accreditation including quality assurance reviews
• Review examination images, synthesize examination results, and prepare preliminary reports for providers
• Ensure reports are complete with all billing requirements
• Perform quality control procedures to ensure that the ultrasound equipment operates at optimal levels and manage a preventive maintenance program for ultrasound equipment
• Assist with the daily operation of the sonography facility
• Assist in prioritizing assigned work based on workflow fluctuations
• Complete ad hoc projects as needed

Requirements

• Graduate of an ultrasound program or formal training program
• RVT or RVS preferred
• Minimum of two (2) years ultrasound technologist experience preferred
• Excellent customer service skills
• Ability to work and prosper in a team environment
• Willing to be available for local and/or regional assignments as needed
• Willing to learn and deliver new modalities, products and services as introduced

Compensation

$40/hour - $55/hour. Negotiable based on skills and experience.

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Overview:

This role is generally responsible for providing clinically relevant information to assist the physician with the diagnosis and treatment of vascular patients. The duties are geared toward performing the primary diagnostic examination to assist the physician decide the optimal procedure that will best help the patient. All activities should be performed consistent with the Radiologic Technician’s education and training, and in accordance with facility policies and procedures and applicable professional standards. Vascular and Interventional Radiology Experience preferred. 

This role will report to the Lead Radiologic Technician for clinical matters and to the Office Manager for operational matters.

The role is non-exempt.

Responsibilities:

• Prepare exam room and equipment to conduct radiologic examinations in accordance with infectious disease, sterilization, and patient safety protocols, policies, and procedures
• Conduct patient clinical assessment and perform the diagnostic medical examination ordered by the supervising physician in accordance with professional and facility protocols
• Utilize all radiographic equipment to perform x-rays, including surgical and portable equipment
• Identify anatomical orientation on all required images and assures proper file identification on all images
• Apply independent judgement during the examination to ensure that the appropriate anatomical, pathological, and clinical conditions are accurately captured in the examination images
• Identify and document any limitations to the examination
• Review examination images, synthesize examination results, and prepare preliminary findings
• Assist as surgical technician (scrub technician) in procedures as needed
• Perform quality control procedures to ensure that the equipment operates at optimal levels and manage a preventive maintenance program for equipment
• Assist in prioritizing assigned work based on workflow fluctuations
• Provide detailed and accurate procedure information for collection in databases, such as OEIS, maintain an understanding of purpose of data collection, and provide support for data entry as needed

• Perform procedures in compliance with Standards of Care, facility and regulatory requirements, and ARRT Standards of Ethics
• Maintain quality standards as it relates to HIPAA regulations

• Completing ad hoc projects as needed

Requirements:

• Minimum of High School diploma or equivalent required
• Associate’s degree or Bachelor’s degree in radiography, radiation therapy, or nuclear medicine preferred
• ARRT (American Registry of Radiologic Technologist) certified
• 1-4 years of experience in as general radiologic technologist preferred
• Ability to communicate with patients, visitors, and employees within the organization
• Willing to be available for local and/or regional assignments as needed
• Ability to adequately use the department's computerized system and its associated devices

Compensation

$40/hour - $55/hour. Negotiable based on skills and experience.

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Overview 

This role is responsible for providing nursing services in a vascular Office-Based Lab setting. The Cath Lab (otherwise known as Office-Based Lab) Nurse will collaborate with clinical leadership in the performance of the management, clinical, and patient care aspects of his/her duties, and will always act within scope of practice and under the authority of the attending surgeon. This role will perform all responsibilities and duties within the limits established by the physician staff and consistent with the statutes of the Massachusetts Board of Nursing. 

This role will report to the Office Manager for operational matters and to the Lead Office Based Lab Nurse for clinical matters. 

Responsibilities 

Responsibilities will include, but are not limited to: 

• Uphold the standards of AAAASF 
• Assist as needed with daily operations of the out-patient endovascular center, including: 
  • Review scheduled cases ahead of time 
  • Maintain Infection control 
  • Stock medications, supplies and equipment 
  • Ensure the center is adequately staffed 
  • Ensure safety standards are maintained throughout the center 
  • Maintain patient and narcotic logs 
• Responsible for patient care, including: 
  • Oversee patient experience from pre-procedure to discharge 
  • Ensure that patients are called in a timely manner before procedure, are given adequate instructions and their questions are answered 
  • Provide post-procedures call backs to all patients within 24 hours 
  • Ensure patient medical records are comprehensive and complete including medical history 
  • Observe patient vital signs during procedure 
  • Maintain patient records in filing system 
  • Ensure comfort of patient support systems in center, including stocking refreshments and snacks in the waiting room and refrigerator 
  • Assist with management of Quality Assurance Program 
  • Maintain Safety Standards within the center According to AAASF requirements 
  • Assist with overseeing that equipment is maintained and checked according to AAAASF standards, including but not limited to: 
• Other responsibilities as directed by clinical leadership

Requirements 

• Graduate of accredited school of professional nursing, minimum of BSN 
• Registered as a nurse in the state of Massachusetts  
• BLS and ACLS certification 
• Cardiac Cath Lab or IR experience a must
• ICU or PACU experience helpful 
• Ability to stand for prolonged periods 
• Ability to follow oral and written instructions precisely 
• Willing to be available for local and/or regional assignments as needed 
• Ability to communicate with patients, visitors and employees within the organization 
• Ability to adequately use the department’s computerized system and its associated devices 

 Compensation

$40/hour- $61/hour. Negotiable based on skills and experience

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