Practice Administrator

Job Title: Practice Administrator / Practice Manager / Clinic Office Manager

Reports to: Senior Clinical Manager, Director of Clinical Operations, COO
FLSA Status: Exempt
Location: Various Clinic Sites
Category: Full-Time

Position Summary

The Practice Manager is responsible for leading daily clinical operations, ensuring high standards of patient care, supporting physicians and staff, and driving operational, financial, and strategic goals. This role includes oversight of staffing, office operations, compliance, and patient satisfaction, all while fostering a productive, patient-centered clinic environment. The Practice Manager is expected to demonstrate sound judgment, initiative, and leadership in a fast-paced healthcare setting.

Work Schedule Expectations

• This is an on-site leadership position, requiring a minimum of 8 hours per day (excluding breaks), Monday through Friday, during normal business hours.
• As an exempt-level manager, the Practice Manager is occasionally expected to respond to calls or emails outside of standard office hours to support operational continuity.
• A cell phone reimbursement is provided to support this requirement.

Essential Duties and Responsibilities

Clinic Operations & Administration

• Oversee daily office operations and facility needs, ensuring optimal functionality, efficiency, and professionalism.
• Implement and enforce clinic policies and procedures.
• Coordinate vendor relationships, manage office supplies and equipment, and ensure a safe and compliant physical environment.
• Serve as on-site HIPAA Compliance and OSHA coordinator for the clinic.

Staff Leadership & HR Oversight

• Hire, train, supervise, and evaluate clinic staff.
• Maintain accurate timekeeping, personnel records, and manage performance reviews in coordination with HR.
• Ensure policy compliance and coordinate scheduling to ensure adequate clinic coverage.
• Promote a respectful, inclusive workplace and handle conflict resolution and disciplinary actions as needed.

Financial & Operational Management

• Oversee front and back-office budgeting, purchasing, and inventory control.
• Review and approve expenditures within designated authority levels.
• Monitor billing and collections processes and collaborate with billing departments as necessary.

Physician Support

• Maintain licensure, dues, and credentialing records.
• Provide operational and administrative support to physicians, including scheduling, reporting, and compliance assistance.
• Act as a liaison between physicians and support services (surgical assist, credentialing, hospital, etc.).

Patient Experience & Relations

• Address and resolve patient complaints professionally and promptly.
• Review and respond to patient satisfaction surveys and online reputation management.
• Continuously improve scheduling and workflows to enhance patient access and satisfaction.

Cross-Departmental Administrative Support

• Ensure that physician templates are updated and communicated to the Call Center department.
• Ensure physician schedules are up to date and accessible to the appropriate departments.

Qualifications

Education & Experience

• Bachelor’s degree preferred; equivalent work experience may be considered.
• 3–5 years in a healthcare management or supervisory role required.

Skills & Competencies

• Strong leadership, problem-solving, and organizational skills.
• Excellent verbal and written communication.
• Proficiency in EMR, Microsoft Office Suite (Word, Excel), and practice management software.
• Knowledge of HIPAA, OSHA, coding/billing practices, and HR compliance standards.

Additional Requirements

• Must maintain a professional appearance and demeanor.
• Will require inter-office travel and coverage of other divisions during staffing shortages
• May involve conflict resolution, escalation, and managing sensitive personnel or compliance matters.

Supervisory Responsibilities

• Yes. Direct supervision of all non-provider clinical and administrative staff at assigned clinic location(s).

Travel Requirements

• As needed.

Qualifications

Education & Experience

• Bachelor’s degree preferred; equivalent work experience may be considered.
• 3–5 years in a healthcare management or supervisory role required.

Skills & Competencies

• Strong leadership, problem-solving, and organizational skills.
• Excellent verbal and written communication.
• Proficiency in EMR, Microsoft Office Suite (Word, Excel), and practice management software.
• Knowledge of HIPAA, OSHA, coding/billing practices, and HR compliance standards.

Additional Requirements

• Must maintain a professional appearance and demeanor.
• Will require inter-office travel and coverage of other divisions during staffing shortages
• May involve conflict resolution, escalation, and managing sensitive personnel or compliance matters.

Supervisory Responsibilities

• Yes. Direct supervision of all non-provider clinical and administrative staff at assigned clinic location(s).

Travel Requirements

• As needed.