Medical Practice Manager

Job Description

Job Description

Department: Administration
Reports To: Practice Owner / Administrator
Employment Type: Full-Time

Position Summary

The Medical Practice Manager oversees the daily administrative and operational functions of the medical practice, ensuring efficient office operations, appropriate staffing, effective patient scheduling, and a positive patient experience. This position supervises administrative and clinical support staff, coordinates with healthcare providers, and maintains compliance with established policies and procedures.

Essential Duties and Responsibilities

1. Daily Practice Operations

• Oversee daily office operations, patient flow, and scheduling.
• Coordinate provider schedules, appointment availability, and staff coverage.
• Monitor patient registration, check-in, check-out, and administrative workflows.
• Manage office supplies, equipment, and facility needs.
• Address operational concerns and implement process improvements.
• Maintain and enforce office policies and procedures.

2. Staff Supervision & ADP Administration

• Supervise front-office and clinical support personnel.
• Coordinate staff schedules, attendance, and time-off requests.
• Assist with recruitment, hiring, onboarding, and employee training.
• Conduct performance evaluations and address employee concerns.
• Oversee employee timekeeping, attendance, and PTO tracking within ADP Run.
• Review timesheets and payroll-related information for accuracy.
• Coordinate corrections to payroll discrepancies, deductions, and employee records.
• Maintain employee information, including new hires, terminations, and compensation changes within ADP Run.
• Assist with benefits enrollment, employee documentation, and payroll deduction verification.
• Coordinate with designated payroll personnel to ensure timely and accurate payroll processing.

3. Patient Services & Experience

• Maintain high standards of patient service and communication.
• Address escalated patient complaints and concerns.
• Monitor appointment scheduling, wait times, and patient access.
• Identify opportunities to improve patient satisfaction and office efficiency.
• Ensure timely resolution of administrative patient concerns.

4. Billing & Financial Administration

• Monitor daily payment collections and patient balances.
• Coordinate with billing personnel regarding claims, denials, and payment issues.
• Oversee insurance verification and authorization workflows.
• Review basic financial and operational reports.
• Monitor office expenses and assist with budget management.
• Ensure accurate handling of patient payments.

5. Compliance & Office Administration

• Ensure adherence to HIPAA, OSHA, and applicable healthcare regulations.
• Maintain administrative policies, employee records, and required documentation.
• Coordinate staff compliance training and certifications.
• Assist with provider credentialing and insurance enrollment.
• Maintain confidentiality of patient and employee information.

6. Provider & Department Coordination

• Serve as a liaison between providers, clinical staff, and administrative personnel.
• Address scheduling conflicts, staffing concerns, and operational challenges.
• Coordinate communication between departments.
• Assist providers with administrative needs.
• Communicate practice updates and procedural changes to employees.

Required Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Minimum 3 years of medical office or healthcare administration experience.
• At least 1 to 2 years of supervisory experience preferred.
• Knowledge of medical office operations, scheduling, insurance verification, and billing.
• Experience with EHR and practice management systems.
• Familiarity with ADP Run or comparable HR/payroll software preferred.
• Working knowledge of HIPAA and healthcare compliance requirements.
• Proficiency in Microsoft Office applications.

Required Skills & Competencies

• Strong leadership, organizational, and time management skills.
• Excellent written and verbal communication.
• Ability to manage competing priorities in a busy medical office.
• Effective problem-solving and conflict resolution.
• Strong attention to detail, particularly regarding payroll and employee records.
• Ability to maintain confidentiality and exercise sound judgment.
• Commitment to patient service and teamwork.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Frequent use of computers, telephones, and office equipment.
• Ability to lift up to 25 pounds occasionally.
• Reasonable accommodations may be made for qualified individuals.

This is a Salary Exempt position.