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Site Coordinator/Office Manager – Job Description

A Site Coordinator/Office Manager at ACP is an important member of our management team.  Primary responsibilities include managing a variety of employee, administrative and operational activities of a physician practice site.   These roles also play an important role in patient relations, helping ACP achieve our value for excellence in patient care.  Serving as the primary liaison to ACP administrative offices and other practice sites, the Site Coordinator is responsible for delivering quality management practices in all areas of responsibility.  This is a hands-on managing role with a variety of activities to coordinate.

ACP has over 50 physician practice sites which vary in the volume of patients, employees, and providers.  At some sites, our Site Coordinator positions are job titled Office Manager due to the higher volume of these variables which produces additional complexity in managing the offices.

Responsibilities include but are not limited to:

  • Manages staff, providing clinical direction and general supervision of team including hiring and training of new staff, mentoring, evaluating performance, addressing performance or team concerns, delegating work assignments effectively
  • Provides leadership in resolving concerns about service delivery, patient, and provider needs
  • Coordinating and facilitating business and financial practices (payroll, petty cash, invoice reconciliation, cash management)
  • Ensuring safety and OSHA / CLIA compliance
  • Ensuring medical records are managed to meet requirements and that patient confidentiality is upheld through patient services and records management
  • May also have responsibilities for coding and charge entry, information systems support, facility management, purchasing and inventory management
  • In some cases, may also perform reception and patient referral duties as needed.  Smaller sites tend to require a larger percentage of time spent on these administrative duties.
  • Performs other duties as assigned


  • Minimum education: High diploma (or equivalent); prefer a bachelor’s degree in a related field
  • Some offices require having a Medical Assistance Certificate as needed to support business needs and patient care
  • Offices with higher volume of patients, employees and providers require prior supervisory experience of employees, preferably in a primary care practice
  • At least three years’ experience in one of the following areas, preferably within primary care – clinic / physician practice operations, patient accounting / billing, insurance claims processing, or other areas relating to physician practice operations
  • Ability to use good judgment in managing practice needs including elevating concerns and coordinating with ACP support services
  • Ability to work with diverse employee and patient populations
  • Proficient use of Microsoft Office and experience with Electronic Health Records (EHR) systems, preferably EPIC
  • Skill in evaluating office workflows, individual performance and recommending improvements
  • Ability to respond to sensitive and/or confidential inquiries or complaints from employees, patients, or other business relationships
  • Effective written and verbal communication skills including professionalism and courtesy
  • Ability to effectively present information to providers, management, employees, patients, and other business relationships
  • Ability to manage multi-task as needed

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