Practice Manager

Practice Manager Job Description

Freeman Health Partners Medical Services, PC

Position:  Practice Manager

FLSA Status: Full-time - Exempt

EEOC Classification: First/Mid-Level Officials and Managers

Reports to: Executive Director of Freeman Health Partners

Job Purpose: The Practice Manager oversees the day-to-day administrative and non-clinical operations of Freeman Health Partners. This role manages patient services, front office workflows, staffing, scheduling, and billing coordination to support efficient clinic operations and a welcoming patient experience. The Practice Manager works with providers and leadership to improve access, maintain service quality, and meet operational and financial goals.

Primary Responsibilities:

Clinic Operations Management: Manage daily clinic operations, coordinate administrative workflows, address operational issues, and maintain consistent procedures across front desk, scheduling, and billing functions.

Staff Supervision and Development: Supervise assigned administrative and patient services staff; manage schedules and coverage; coordinate onboarding, training, performance feedback, and corrective action with HR and leadership.

Timekeeping and Department Accountability: Review staff timecards, missing punches, PTO requests, attendance, and overtime needs; resolve department-level issues and submit accurate information within established deadlines.

Patient Intake and Scheduling Oversight: Oversee registration, intake, insurance verification, referrals, and appointment scheduling. Coordinate provider calendars, monitor no-shows, and improve patient flow and access.

Patient Experience and Relations: Respond to escalated patient concerns and complaints, track feedback, and implement service improvements that promote respectful, supportive, and timely care.

Billing and Financial Coordination: Work with billing and finance teams to resolve registration and insurance issues, monitor administrative barriers to reimbursement, and support accurate patient account workflows.

Interdepartmental Coordination: Serve as a liaison among administrative staff, providers, clinical leadership, and referral sources to support follow-up and continuity of care while clinical decisions remain with licensed professionals.

Quality Assurance and Compliance: Conduct audits of intake, insurance verification, and administrative documentation; reinforce privacy requirements, clinic policies, and applicable regulatory and accreditation standards in coordination with compliance leadership.

Operational Reporting and Improvement: Maintain reports on visit volume, no-show rates, referrals, provider schedule utilization, and patient satisfaction. Identify trends, recommend improvements, and track progress toward established goals.

Resource and Budget Management: Monitor assigned operating expenses, staffing needs, supply inventory, and purchasing within approved budgets. Coordinate vendors, equipment needs, and facilities issues with the appropriate departments.

Training and Workflow Standardization: Develop and maintain standard operating procedures, coordinate staff training, and support effective use of EHR and practice management systems.

Operational Support: Provide backup administrative coverage as needed, support implementation of clinic initiatives, and perform other duties assigned by leadership.

Education and experience, degree and/or certification required (if applicable):

Minimum five years of administrative or operational experience in a healthcare or medical office setting, including staff supervision or team leadership.

Degree in healthcare administration, business administration, or a related field preferred; equivalent relevant experience may be considered.

Working knowledge of medical terminology, patient intake, scheduling, insurance verification, billing workflows, and patient privacy requirements.

Experience with EHR and practice management systems and proficiency in Microsoft Office or similar applications.

Knowledge of applicable healthcare regulations and accreditation standards; behavioral health, substance use treatment, or primary care experience preferred.

Strong communication, leadership, organization, problem-solving, and reporting skills, with a commitment to ethical practices and patient service.

Working Relationships:

As a representative of Freeman Health Partners Medical Services, PC, all comments, actions and behaviors have a direct effect on Freeman Health Partners Medical Services, PC and its image and perception of quality care for the individuals we serve. Interactions with patient(s), staff, referral sources, guests and visitors, volunteer(s), and supervisors must be in a manner that is friendly, supportive, courteous, respectful and professional. This behavior should promote an atmosphere of teamwork that is congruent with Freeman Health Partners Medical Services, PC policies and procedures and set a standard and guideline to promote positive relations.