Practice Administrator

Advertised Job Type: Permanent - Full-time regular employment Work Type: Hybrid Job Description Practice Administrator Forever Fit Physical Therapy & Wellness Location: Hybrid – Maryland Travel: Local travel to all 11 Forever Fit locations as needed Help Lead the Administrative Operations Behind a Growing Healthcare Organization Forever Fit Physical Therapy & Wellness is looking for an experienced Practice Administrator to oversee the administrative systems, workflows, technology, and virtual support functions that help our clinics operate efficiently. This is an organization-wide leadership role , not a traditional single-clinic front-office position. You'll oversee our administrative support team, serve as a key owner of administrative technology and processes, and work closely with clinic and organizational leadership to create a consistent, responsive, and efficient experience for our patients and teams. If you enjoy leading people, improving processes, solving operational challenges, and using technology and data to make an organization run better , we'd love to meet you. What You'll Do Lead Our Administrative Support Team Lead and manage our administrative support team Establish clear expectations for performance, productivity, responsiveness, and patient service Coordinate daily administrative support and coverage across clinics Provide ongoing coaching, training, feedback, and accountability Develop schedules and cross-training processes to ensure consistent support across operating hours Identify staffing and coverage needs as the organization evolves Own & Optimize Administrative Systems Serve as the primary administrative resource for key technology platforms, including Prompt, Dialpad, Welcome Ware, Second Door , and other administrative systems Ensure systems, workflows, settings, and access are used consistently across clinics Coordinate system updates, implementations, integrations, and changes Troubleshoot issues and work with technology vendors and external support teams Identify opportunities to improve efficiency through technology and automation Maintain training resources and documentation for administrative platforms Improve Patient Access & Communication Oversee administrative workflows related to patient calls, texts, messages, scheduling, confirmations, cancellations, rescheduling, and waitlists Establish expectations for timely, professional, and consistent patient communication Monitor workflows and identify opportunities to improve response times and patient access Identify administrative issues that may contribute to missed appointments, patient leakage, or scheduling inefficiencies Partner with clinic leadership to create a consistent administrative experience across Forever Fit locations Build Better, Scalable Processes Identify inefficient, repetitive, or inconsistent administrative processes and develop practical solutions Standardize administrative workflows and procedures across the organization Develop and maintain SOPs, checklists, training resources, and administrative tools Identify opportunities to automate repetitive administrative tasks Lead process improvement initiatives from planning through implementation Build administrative systems and processes that can scale as Forever Fit continues to grow Use Data to Drive Performance Monitor administrative KPIs across clinics and the virtual support team Track metrics such as call response and abandonment rates, patient response times, scheduling activity, appointment confirmations, task completion, system utilization, and team productivity Identify trends, performance gaps, and areas requiring additional support Develop action plans to improve administrative performance Provide regular reporting and updates to the Director of Operations Serve as an administrative resource for Clinic Directors and Regional Directors Help identify and resolve recurring administrative challenges across locations Support organization-wide administrative initiatives and system changes Assist with administrative planning and technology implementation for new clinic openings Coordinate administrative workflows and virtual support for new locations Collaborate with Operations, HR, Revenue Cycle, Practice Development, and clinical leadership on organization-wide priorities What We're Looking For Bachelor's degree in Business Administration, Healthcare Administration, Management, or a related field, or equivalent experience 3–5+ years of experience in healthcare administration, practice management, operations, customer service management, or a related field Experience managing administrative teams; experience with remote or virtual teams is a plus Strong technology and systems aptitude Experience working with multiple software platforms and administrative systems Strong organizational and project management skills Excellent communication and interpersonal skills Strong problem-solving and critical-thinking abilities Ability to manage multiple priorities and projects simultaneously Experience developing and implementing standardized processes Even Better If You Have: Experience in physical therapy, outpatient healthcare, or a multi-site healthcare organization Experience managing virtual administrative or call-center teams Experience with healthcare scheduling and patient communication platforms Experience with Prompt, Dialpad, Welcome Ware, Second Door, or similar systems Experience implementing or optimizing administrative technology Experience developing SOPs and administrative workflows Experience supporting new clinic openings or organizational expansion You'll Thrive in This Role If You... Enjoy developing people and creating accountability Naturally notice inefficient processes and look for ways to improve them Are comfortable learning, troubleshooting, and optimizing technology Can see how people, systems, workflows, and clinic operations connect Use data to identify problems and guide decisions Communicate proactively and collaborate well across departments Can balance big-picture thinking with strong attention to detail Take ownership and follow projects through to completion Care about creating an excellent experience for both patients and internal teams Why Forever Fit? Forever Fit Physical Therapy & Wellness is continuing to grow, and strong administrative infrastructure is an important part of that growth. As our Practice Administrator, you'll have the opportunity to make an impact across the organization—not just within one clinic. You'll work closely with leadership, develop a team, improve systems that affect our patients and employees every day, and help create the infrastructure needed to support Forever Fit's continued expansion. Benefits include: Health, dental, and vision insurance 401(k) with company match Paid time off HSA Life insurance #J-18808-Ljbffr United Way of Greenville County