Office Manager / Patient Care Coordinator

Job Title: Office Manager – Audiology Practice

Location: Cody, WY
Company: Big Horn Basin Hearing - Cody, WY
Employment Type: 30-40 hours per week

About Us:

Big Horn Basin Hearing is a patient-centered audiology clinic dedicated to improving hearing health and quality of life. We specialize in comprehensive hearing evaluations, hearing aid fittings, and ongoing patient care. We’re seeking an experienced Office Manager to ensure the efficient operation of our practice while delivering an exceptional experience to our patients.

Position Overview:

The Office Manager will oversee daily operations, handle patient communications, and support the audiology team. This is a vital role in delivering exceptional care and service to our patients. The office manager acts as the main point of contact for coordinating patient appointments and handles office operations. This role requires a highly organized, personable, and proactive individual with a focus on both operational efficiency and patient satisfaction. The ideal candidate is compassionate, detail oriented, and highly organized with excellent communication and problem solving skills.

Responsibilities include:

• Manage day-to-day operations of the audiology office, including front desk, scheduling, and patient intake.
• Oversee appointment scheduling and optimize calendar efficiency for audiologists.
• Serve as the primary point of contact for patients, handling inquiries, insurance verification, and billing support.
• Ensure accuracy and compliance in patient records, insurance documentation, and HIPAA guidelines.
• Supervise administrative and front office staff, providing training and mentorship as needed.
• Maintain office supplies, manage inventory, and coordinate with vendors for equipment or hearing aid orders.
• Assist with financial tasks such as invoicing, processing payments, and managing accounts receivable.
• Develop and implement office policies, procedures, and workflows to improve efficiency.
• Collaborate with audiologists to support patient care and ensure a smooth clinic experience.
• Plan and manage staff meetings and assist with marketing or outreach initiatives as needed.
• Daily office operations including opening & closing, appointment preperation, cleaning, entering notes, basic hearing aid service.

Qualifications:

• Previous experience as an Office Manager or Administrative Coordinator, preferably in a medical, hearing health, or audiology setting.
• Strong understanding of medical office operations, including scheduling, billing, and insurance verification.
• Proficiency with practice management software (e.g., TIMS, Sycle, CounselEAR, or similar platforms) and Microsoft Office Suite.
• Excellent interpersonal and communication skills, with a patient-focused mindset.
• Knowledge of HIPAA regulations and medical record confidentiality.
• Ability to multitask, prioritize, and problem-solve.

Preferred Skills:

• Experience in a hearing health, audiology, ENT, or similar healthcare practice.
• Familiarity with hearing aid order processes and equipment management.
• Basic bookkeeping or accounting experience.
• Strong leadership skills with the ability to motivate a team.

Benefits:

Competitive salary based on experience.

Professional development and training opportunities.

Collaborative and supportive team environment.

How to Apply:

If you are an organized, compassionate professional with a passion for helping others, we’d love to hear from you! Please submit your resume and a cover letter to info@bhbhas.com.

Big Horn Basin Hearing is an equal-opportunity employer committed to providing a welcoming environment for all patients and staff.