Director of Practice Administration

Advertised Job Type: Permanent - Full-time regular employment

Work Type:
Hybrid

Job Description

Forever Fit Physical Therapy & Wellness

Location:

Hybrid – Maryland

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

Forever Fit Physical Therapy & Wellness is looking for an experienced Director of Practice Administration 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.

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

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

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

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

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…