Practice Manager

The Practice Manager at Live Oak Testosterone & Weight Loss will work closely with the all staff to oversee daily clinic operations, support our team, and deliver an excellent patient experience. This position requires someone who takes initiative, communicates clearly, follows through, and is comfortable leading others.

Responsibilities include:

• Manage daily clinic operations: Coordinate patient flow, staffing, room availability, and daily priorities to keep the clinic organized and running efficiently.
• Lead and support the team: Provide daily direction to administrative and medical assistant staff and coordinate operational needs with nurse practitioners, nursing staff, and our registered dietitian. Address concerns promptly and reinforce clear expectations.
• Manage staffing and coverage: Coordinate work schedules, time-off requests, attendance, and coverage to maintain adequate support throughout the day.
• Run morning huddles: Review the day's schedule, staffing needs, patient concerns, outstanding tasks, and potential obstacles so everyone understands their responsibilities.
• Oversee patient communication: Ensure phone calls, emails, Spruce messages, and appointment requests are assigned and addressed promptly. Route clinical questions to the appropriate licensed team member and track unresolved concerns through completion.
• Follow up with prospective patients: Oversee inquiries about our services, explain established pricing and appointment processes, and ensure interested patients receive timely follow-up and help scheduling.
• Manage scheduling and follow-through: Monitor appointment availability, confirmations, cancellations, missed visits, and follow-up scheduling. Identify patients overdue for appointments or ordered labs and coordinate outreach.
• Improve the patient experience: Help resolve service concerns, gather feedback, and identify opportunities to make the patient experience smoother from the first inquiry through ongoing care.
• Oversee administrative workflows: Ensure intake forms, consents, records requests, referrals, and other required paperwork are completed and routed appropriately.
• Support membership and payment operations: Monitor enrollment, renewals, failed payments, outstanding balances, and cancellation requests. Ensure staff communicate pricing and membership policies consistently and accurately.
• Maintain procedures and accountability: Develop and maintain practical checklists and standard operating procedures with the owner. Ensure tasks have clear ownership and are completed consistently.
• Support hiring and training: Assist with recruiting, interviewing, onboarding, staff training, and performance feedback. Identify training needs and help employees succeed in their roles.
• Monitor supplies and equipment: Coordinate inventory, ordering, vendor communication, and equipment maintenance while reducing shortages, unnecessary purchases, and waste.
• Track clinic performance: Provide the owner with a concise weekly update on new patient inquiries, bookings, membership changes, missed appointments, patient concerns, staffing needs, and unresolved operational issues.
• Support responsible growth: Help implement new services, improve coordination between departments, and ensure patients understand relevant services available through Live Oak.
• This is an operational leadership position. Clinical decisions and treatment recommendations remain with the appropriate licensed providers.