Practice Administrator

Job Description

Job Description

Practice Administrator

Forever Fit Physical Therapy & Wellness
Location: Hybrid – Maryland

Travel: Local travel to all 11 Forever Fit locations as needed

Salary: $60,000 - $80,000

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

Support Our Clinics & Continued Growth

• Serve as an administrative resource for Clinic Directors and Regional Directors

• Help identify and resolve recurring administrative challenges across locations