What are the responsibilities and job description for the Medical Practice Manager position at Atlantic Adult and Pediatric Medicine?
Job Overview
We are seeking a dynamic and detail-oriented Medical Practice Manager to lead the operational excellence of a busy healthcare facility. In this pivotal role, you will oversee daily clinic operations, ensure compliance with healthcare regulations, and foster a positive environment for staff and patients alike. Your leadership will drive efficiency, enhance patient care quality, and support the financial health of the practice. This is an exciting opportunity for a proactive professional passionate about healthcare management and dedicated to delivering exceptional service.
Position Summary
The Practice Operations Manager is responsible for the day-to-day administrative, operational, and systems management of a busy family medicine practice. This role exists to streamline workflows, strengthen staff accountability, reduce partner administrative load, and support the overall clinical mission of delivering high-quality patient care.
This is a high-trust, high-responsibility role requiring strong organizational skills, initiative, and the ability to oversee multiple operational domains with minimal supervision.
Key Responsibilities
1. Administrative & Operational Oversight
- Maintain smooth daily clinic operations
- Monitor inboxes, task lists, and workflow queues for completion
- Manage practice schedules, templates, and provider availability
- Oversee supply ordering, inventory, and vendor relationships
2. Staff Coordination & Support
- Serve as primary non-clinical lead for support staff
- Monitor performance, attendance, and workflow completion
- Assist with onboarding, training, and competency reinforcement
- Support conflict resolution and team communication
3. Payroll & PTO Management
- Prepare payroll inputs for partner approval
- Ensure accurate PTO tracking and corrections
- Maintain payroll-related documentation and SOPs
4. Compliance & Reporting
- Track required trainings, policy updates, and annual compliance tasks
- Maintain licensure, credentialing reminders, DEA renewals, CLIA documentation, etc.
- Assist with insurance audits and required reporting
5. Financial & Practice Support
- Assist with invoice management and expense tracking
- Support budget oversight (as assigned)
- Maintain vendor contracts and service agreements
- Experience in medical billing is preferred
6. Systems & Process Improvement
- Develop and maintain SOPs across operational areas
- Identify workflow gaps and propose solutions
- Implement checks that prevent administrative errors
Required Qualifications
- Minimum 2 years experience in medical office administration or equivalent high‑level operations experience
- Strong organizational and project management skills
- Excellent communication skills and emotional intelligence
- Comfort with EMRs (Athena experience preferred), scheduling systems, and administrative tools
- Ability to maintain confidentiality and handle sensitive information
Preferred Qualifications
- Experience supervising staff
- Prior work in family medicine or outpatient settings
- HR, payroll, or compliance experience
- Strong Excel/Google Sheets ability
- Experience improving systems or building SOPs
Work Environment & Expectations
- Reliable, consistent presence during office hours
- Ability to anticipate needs and manage responsibilities independently
- Professionalism with patients, staff, vendors, and clinicians
- Collaboration with both partners for balanced communication and accountability
Job Type: Full-time
Pay: $50,220.34 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Continuing education credits
- Paid time off
- Retirement plan
Work Location: In person
Salary : $50,220 - $70,000