Practice Manager

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Training & development
• Vision insurance

Position Summary:

The Practice Manager is the single point of day-to-day accountability for the patient-facing and clinical-support operations of the assigned practice. The role integrates front-office access, scheduling, registration, eligibility, patient service, clinical back-office workflow, staffing, patient flow, documentation readiness, supply/equipment readiness, compliance execution, and revenue-cycle handoffs into one coordinated management function. The Practice Manager ensures that patients move safely and efficiently from first contact through check-out and follow-up, that staff perform within defined roles and competencies, and that practice operations remain audit-ready and aligned with BBWC policies, HRSA requirements, UDS/HEDIS workflows, Joint Commission standards, OSHA, HIPAA, infection prevention, and applicable payer requirements.

Role boundary: The Practice Manager manages operational execution and compliance. The position does not replace the independent authority of the CMO/Clinic Director for clinical decision-making, the Revenue Cycle Director for billing strategy and claims management, Compliance/Risk for independent compliance oversight, or HR for employment policy administration.

Core

Functional Area

s 1. End-to-End Practice Operations & Patient Flow

• Own daily practice readiness, opening and closing procedures, staffing deployment, huddles, room readiness, and workflow execution.
• Manage the patient journey from scheduling and registration through rooming, provider support, check-out, referrals, and follow-up.
• Monitor bottlenecks in real time and intervene to maintain timely, coordinated flow.
• Ensure scheduling templates, same-day access processes, call handling, fax/document routing, and appointment workflows are consistently followed.
• Coordinate operational changes across front and back office so that one area does not create delays or compliance failures in another.

2. Front Office, Patient Access & Service

• Supervise registration, check-in/check-out, demographic and insurance verification, eligibility support, collection of patient responsibility, and customer-service workflows.
• Ensure accurate patient records, required forms, privacy practices, and appropriate handling of incoming and outgoing communications.
• Monitor no-shows, cancellations, appointment availability, call-center performance, and access barriers; implement corrective actions within authority.
• Resolve or escalates patient complaints within established time frames and identify recurring service issues for process improvement.
• Ensure daily cash and receipt controls are completed and reconciled in accordance with segregation-of-duties requirements.

3. Clinical Back Office & Care Delivery Support

• Supervise Medical Assistants, LVNs, and other assigned clinical support staff consistent with licensure, scope, competency, and organizational policy.
• Ensure proper rooming, vitals, intake documentation, specimen handling, standing-order workflow execution, and provider support.
• Ensure charts are prepared before visits and required documentation elements are completed accurately and timely.
• Coordinate referral, discharge, follow-up, and care-coordination workflow execution with Population Health and clinical leadership.
• Maintain clinical supply, medication/supply storage, equipment readiness, preventive maintenance coordination, and emergency-readiness checks.

4. Workforce Management & Accountability

• Prepare and manage staffing schedules and coverage for front and back office functions based on volume, hours of operation, and provider templates.
• Conduct daily huddles, regular staff meetings, onboarding/orientation support, competency follow-up, coaching, performance reviews, and corrective action in coordination with HR and leadership.
• Cross-train appropriate staff to improve continuity while maintaining licensure, scope-of-practice, privacy, and segregation-of-duties controls.
• Monitor attendance, punctuality, productivity, professionalism, training completion, and adherence to BBWC policies and ICARE values.
• Escalate vacancies, competency gaps, conduct concerns, or staffing risks that threaten patient safety, access, compliance, or service continuity.

5. Compliance, Safety, Risk & Audit Readiness

• Maintain day-to-day operational compliance with HRSA requirements, Joint Commission standards applicable to practice operations, OSHA, HIPAA, infection prevention and…