Practice Manager

Revampologist is partnering with a highly respected, physician-owned specialty surgical practice in Beverly Hills focused on endometriosis and complex women’s health care. The practice is known for clinical excellence and deep patient advocacy, and it’s growing. Patient demand has outpaced the operating infrastructure, and the practice needs a seasoned operator who can take the business side off the owner’s plate and scale the practice. This is not a “keep the lights on” office manager role. It’s for an experienced leader who has run a practice end to end, built the systems that make a great patient experience repeatable, and knows how to grow volume without sacrificing the quality of care. If you want real ownership, a direct line to the decision‑maker, and a mission that matters, keep reading.

THE ROLE

As Practice Manager, you’ll own the practice's day-to-day operations, from the front desk to the surgical schedule to the revenue cycle. You’ll lead the administrative team, partner closely with the physicians and surgical staff, and build the standard operating procedures that turn a high-touch practice into a high-performing scalable one.

WHAT YOU’LL OWN

Practice Operations & Leadership Run daily operations across clinic, surgical, and administrative functions so the physicians can focus on patient care. Lead, hire, train, and develop front desk and administrative staff; set clear expectations, run performance conversations, and build a team culture of accountability and warmth. Serve as the owner’s operational right hand: bring data, recommendations, and solutions rather than problems. Have a good understanding of the electronic health record. Patient Experience & Standard Operating Procedures Review current SOPs and update, design, document, and implement SOPs across the full patient journey, from first inquiry and intake through surgery, recovery, and follow‑up. Own client care standards: every patient should feel informed, supported, and cared for through the guidelines outlined in the SOPs of the practice. Own the patient experience process: every patient should feel heard, informed, supported, and fully cared for by everyone in the practice at any given time. Monitor and address patient feedback, resolve escalations with empathy and speed, and continuously improve the experience. For more complex cases be sure to follow the M&M (morbidity and mortality review process) and provide this information back to physicians and staff. Surgical Coordination & Clinical Support Coordinate surgical care logistics, including scheduling, pre-authorizations, pre-admission testing, pre-op requirements, facility and hospital coordination, and post-op follow‑up. Support the surgical team and physicians for practice business administration, scheduling, and support requests that pertain to their patient care based on SOPs outlined by the surgical team. Build and manage a scheduling model that maximizes provider capacity, reduces no-shows, and supports increasing patient volume. Oversee billing operations and ensure CPT, ICD-10, and modifier coding is accurate, compliant, and optimized for reimbursement. Supported through accurate documentation. Oversight and understanding of insurance verification, prior authorizations, claims process, denials, and appeals to work with third party billing teams for denials and appeals management Manage relationships with any outsourced billing partners and hold them accountable to clear performance metrics. Lead patient financial counseling: surgical cost estimates, out‑of‑network benefit reviews, Good Faith Estimates for self‑pay patients (No Surprises Act), financial consent, and payment plans. Oversee charge capture, payment posting, and reconciliation so every service delivered is billed and collected. Build and manage the annual operating budget with the owner; track monthly P&L performance, forecast, and flag variances early. Control operating expenses, including staffing costs, supplies, vendor contracts, and overhead, and find new revenue opportunities. Manage accounts payable, vendor payments, and petty cash with strong internal controls. People Operations & Payroll Own recruiting, onboarding, and training for administrative staff; build role clarity, job descriptions, and cross‑training so coverage never breaks. Manage staff schedules, timekeeping, and payroll processing in compliance with California wage‑and‑hour laws (meal and rest breaks, overtime, paid sick leave). Conduct performance evaluations, coaching, and corrective action; maintain the employee handbook and personnel files. Credentialing & Payer Relations Manage provider credentialing and re‑credentialing, payer enrollment, hospital and surgery center privileges, and license, DEA, and board certification tracking. Review payer contracts and fee schedules, monitor reimbursement against contract terms, and support negotiations for better rates. Referral Network Management Build and maintain the practice’s referral network, including inbound referring physicians and outbound specialists (pelvic floor therapy, fertility, pain management, nutrition, mental health, and more). Create a simple, reliable process for connecting patients to referred providers, and track referral sources to support growth. Support practice marketing and community outreach, including physician liaison visits, patient education events, and online reputation and review management. Facilities, Supplies & Technology Ensure the offices are immaculate, well‑maintained, and consistently reflect the practice’s premium standard. Manage vendors, leases, equipment maintenance, and inventory of medical and surgical supplies, including par levels and ordering. Serve as the lead administrator for the EHR, practice management system, patient portal, phones, and telehealth tools; manage upgrades and vendor support. Compliance & Risk Management Maintain compliance with HIPAA privacy and security, OSHA (including bloodborne pathogens and infection control), CMS, and California Medical Board requirements. Own practice policies and procedures, staff compliance training, incident reporting, medical records retention, and business licenses and permits. Oversee medical waste disposal, emergency preparedness, and safety protocols; partner on audits and risk mitigation. Growth & Scale Partner with the owner to scale patient volume by identifying capacity constraints, streamlining workflows, and building the infrastructure for the next stage of growth. Establish and report on practice KPIs such as patient volume, schedule utilization, collections, days in AR, denial rate, and patient satisfaction.

WHAT SUCCESS LOOKS LIKE

First 6 Months: Documented SOPs are in place across the front desk, scheduling, billing, and surgical coordination, and the team runs on them. Documented SOPs are rolling out and being implemented across front desk, scheduling, billing, and surgical coordination, and the team runs on them as they roll out. The goal is to have all SOPs documented and implemented within 6 months. 12 months: The practice is handling higher patient volume with a smoother experience, a stronger referral pipeline, and an owner who has time back to lead.

WHO YOU ARE

5+ years of experience managing medical practices, preferably in specialty or surgical practice (OB/Gyn, women’s health, or surgical subspecialty is a plus), with the ability to lead, develop, and manage teams. A proven track record of helping a practice scale to higher patient volume. Deep understanding of the electronic health record, preferrably with Cure MD, or have the ability to quickly learn the system Deep working knowledge of medical billing, CPT/ICD‑10 coding, insurance verification, prior authorizations, and the full revenue cycle. Experience building SOPs and operating systems from the ground up. Proficiency with EHR/practice management systems (e.g., Epic, eClinicalWorks, athenahealth, ModMed, or similar). Strong working knowledge of HIPAA and healthcare compliance. A calm, polished, patient‑first presence. You can comfort an anxious patient, coach a team member, and push back on an insurance denial, all before lunch. Hands‑on experience with budgeting, P&L management, payroll, and provider credentialing. Bachelor’s degree in Healthcare Administration, Business Administration, or a related field, or equivalent experience. Nice to have: Master’s degree (MHA or MBA); Certified Medical Practice Executive (CMPE), Certified Professional Coder (CPC), or similar credential; experience in a concierge, out‑of‑network, or premium‑service practice

SKILLS & COMPETENCIES

Revenue Cycle: Revenue cycle management, CPT/ICD‑10/HCPCS coding, modifiers, payer rules, and denial management. Financial Acumen: Budgeting, forecasting, P&L analysis, cost control, and KPI reporting. Leadership: Hiring, coaching, performance management, conflict resolution, and building accountable teams. Operational Excellence: Process design, SOP development, workflow and patient‑flow optimization, and change management. Regulatory Knowledge: HIPAA, OSHA, CMS, No Surprises Act, and California employment law. Technology: EHR/PM systems (Practice uses CureMD), Microsoft Office (advanced Excel), reporting dashboards, and automation tools. Communication: Clear, warm communication with patients, physicians, payers, and vendors, plus the discretion that sensitive health conversations require. Execution: Strong organization, attention to detail, and sound judgment in a fast‑paced surgical environment. #J-18808-Ljbffr Revampologist, llc