Practice Administrator / Office Manager

Benefits: 401(k) Employee discounts Paid time off About Us At Clearwater Family Medicine and Allergy, our motto is simple: We listen. We care. We help you feel better and live healthier, starting today! We're an independent, physician-owned practice with offices in Clearwater and Palm Harbor. We offer primary care and prevention, allergy and asthma care, weight management with GLP-1 medications and health coaching, hormone optimization, chronic disease management, Direct Primary Care memberships, aesthetics, and telemedicine across Florida. We believe healthcare should be a partnership. Patients should feel known, heard, respected, and empowered to take part in their health. We also know we're a small business, and running it well is what lets us stay independent, invest in our team, and keep serving our community. Great patient care and sound business management go hand in hand. The Role We're looking for a Practice Administrator / Office Manager who wants to build, not just maintain. You'll report directly to our physician owner and lead operations, staffing, growth, revenue cycle, and quality across both locations. This is a leadership role with a hands-on heart. When the team is short-staffed or slammed, you jump in. You'll thrive here if you: See an empty provider schedule and ask how to fill it See an inefficient process and improve it See a staffing need and start recruiting See a teammate struggling and help See a recurring problem and fix the system behind it What You’ll Do Lead Operations Across Both Offices Oversee daily operations, staffing, patient flow, and scheduling in Clearwater and Palm Harbor Write and maintain clear policies, procedures, and SOPs Keep wait times short and processes consistent across locations Anticipate problems before they become crises Manage vendors, facilities, supplies, equipment, and new technology rollouts Be Hands-On When It Counts Cover front desk, phones, check-in/checkout, scheduling, and payments when needed Help with referrals, prior authorizations, and medical records Assist with medical assistant duties, rooming, and allergy injections when trained and qualified Grow the Practice Review provider schedules, fill cancellations, and build waitlist processes Work toward 85% or greater provider schedule utilization Build full patient panels at both locations and support new provider ramp-up Track new-patient volume and referral sources, and measure what's working Build relationships with referring practices and community partners Help plan and attend marketing and community events, which may include some mornings, evenings, or weekends Build and Lead the Team Recruit, hire, onboard, and train staff, and help recruit providers Manage schedules, attendance, PTO, coverage, and overtime Set clear expectations, hold regular check-ins, and complete performance reviews Recognize great work and address performance issues promptly Model and protect our positive, professional, low-drama culture Own the Revenue Cycle and Finances Monitor KPIs, billing, collections, denials, and A/R, and follow issues through to resolution Oversee billing across insurance, PIP, Direct Primary Care memberships, and self-pay services Identify revenue leakage and opportunities to reduce expenses Assist with reconciliation and financial reporting Coordinate with billing, accounting, credentialing, and prior authorization vendors Quality, ACO, and Compliance Coordinate ACO, value-based care, and MIPS workflows, quality measures, and reporting Manage provider credentialing, recredentialing, and payer enrollment Maintain HIPAA and OSHA processes and staff training Patient Experience Promote a welcoming, responsive experience for every patient Monitor reviews and feedback, resolve escalated concerns, and fix root causes How Success Is Measured We'll set clear goals together, including provider schedule utilization, new-patient growth, staffing stability, A/R and collections, and quality performance. One of the biggest measures: you take routine administrative work off the physician owner's plate by solving problems independently and bringing solutions, not just problems. Raises are based on performance and impact, not tenure alone. What We’re Looking For Required Medical practice or healthcare management experience Experience supervising employees and managing performance Solid understanding of insurance, billing, claims, A/R, and the revenue cycle Strong computer, spreadsheet, and EHR skills Excellent written and verbal communication Strong organization, judgment, and problem-solving skills Accuracy, discretion, professionalism, and accountability Willingness to be hands-on and help the team when needed Flexibility to attend occasional morning, evening, or weekend events Preferred 3+ years of medical practice management experience Independent or physician-owned practice experience Multi-location management experience ACO, value-based care, MIPS, or quality program experience Credentialing and payer enrollment experience Healthcare marketing, referral development, or recruiting experience athenaOne experience Direct Primary Care, membership, or self-pay experience Associate's or bachelor's degree in healthcare administration, business, or a related field What We Offer Competitive salary: based on experience Performance-based raises tied to clear goals 10 days of paid time off (PTO) 10.5 paid holidays 401(k) with a 3% Safe Harbor employer contribution after 1,000 hours or 1 year of service Paid training on our systems Weekday schedule with occasional event-based hours A direct line to the physician owner and real influence over how the practice runs and grows Clearwater Family Medicine and Allergy is an equal opportunity employer and a drug- and alcohol-free workplace. #J-18808-Ljbffr CLEARWATER FAMILY MEDICINE AND ALLE