Hiring Medical Practice Manager in Phoenix

Phoenix Ortho Injury Spine & Extremity is a fast-growing, patient-centered orthopedic specialty clinic based in central Phoenix, Arizona, dedicated to providing comprehensive non-surgical and post-surgical care for spine and extremity musculoskeletal injuries. Founded in 2016, our clinic serves a diverse patient population including sports medicine referrals, workplace injury victims, auto accident survivors, and patients managing chronic orthopedic conditions. Our current team includes 4 board-certified orthopedic providers, 3 physician assistants, 8 front office administrative staff, and 4 clinical support staff, and we are expanding our service offerings to include a new sports performance program in Q4 2024, creating immediate need for a skilled Medical Practice Manager to lead our administrative operations.

We are seeking an experienced Medical Practice Manager to oversee the end-to-end operational, administrative, and financial performance of our clinic, reporting directly to our medical director and ownership group. This role carries cross-functional responsibility for revenue cycle management, team leadership, regulatory compliance, process improvement, and strategic growth initiatives aligned with our 3-year expansion plan to open two additional Phoenix-area clinic locations. While prior experience managing a medical practice is preferred, we will strongly consider high-performing candidates with 5+ years of experience managing operations for high-volume professional services firms (including law firms, accounting firms, or consulting agencies) who can demonstrate transferable skills in client intake, billing, team management, and regulatory compliance.

Key measurable responsibilities for this role include:
1. Oversee full front and back office operations for our 19-person cross-functional team, including patient scheduling, intake, clinical support workflows, and inter-departmental coordination, with a target of reducing average patient wait times from 22 minutes to 18 minutes within the first 6 months of tenure.
2. Lead end-to-end revenue cycle management for all payer types (private commercial insurance, Medicare/Medicaid, workers' compensation, auto liability), with a goal of achieving a 96% first-pass claim acceptance rate and reducing average days in accounts receivable from 42 to 30 within 9 months of starting.
3. Manage, mentor, and schedule a team of 12 administrative staff (8 front office, 4 back office), including hiring, onboarding, performance reviews, and professional development planning, with a target staff retention rate of 90% or higher annually.
4. Ensure full compliance with all applicable federal and state regulations including HIPAA, OSHA, CMS billing guidelines, and Arizona State Medical Board requirements, conducting quarterly internal audits of patient records, billing practices, and workplace safety protocols, and resolving all identified gaps within 10 business days.
5. Lead annual vendor negotiations for medical supplies, practice management software, EMR/EHR systems, facility services, and office equipment, delivering at least 10% annual cost savings on operational expenses without compromising patient care quality or staff resources.
6. Collaborate with clinical leadership to design and implement patient experience improvements, including streamlined intake forms, reduced administrative burden for clinical staff, and improved communication for patients navigating insurance and billing, with a target patient satisfaction score of 4.6/5 or higher on post-visit surveys within the first year.
7. Oversee optimization and day-to-day administration of our current EMR/practice management platform (AdvancedMD), including staff training, data reporting, and system troubleshooting, and lead the evaluation of alternative platforms to support our planned 20% patient capacity growth over the next 18 months.
8. Develop and manage the clinic's annual $2.1M operational budget, tracking monthly expenses against projections, identifying cost overruns, and presenting quarterly financial performance reports to ownership with actionable recommendations for investment or cost control.
9. Coordinate with our marketing and community outreach lead to expand local referral networks with Phoenix-area sports medicine programs, workplace safety teams, and auto accident treatment centers, with a target of increasing new patient referrals by 25% year-over-year.
10. Oversee HIPAA-compliant patient record management, insurance verification, and prior authorization workflows, working with our billing team to reduce claim denials related to administrative errors by 20% within the first 12 months.

Our clinic operates in a modern, 6,200 sq ft facility in north Phoenix with private exam rooms, a minor procedure suite, and a patient waiting area designed for accessibility and comfort. We prioritize a collaborative, low-turnover culture where administrative and clinical teams work closely to deliver consistent, high-quality patient care. All staff receive quarterly professional development stipends of up to $500 for conferences, certifications, or continuing education, and we host an annual team retreat and regular team-building events to support a positive work environment. Our leadership team maintains an open-door policy, and we prioritize internal promotion for qualified staff members whenever possible.

The ideal candidate for this role will bring 5+ years of experience managing operations for a medical practice, specialty clinic, or high-volume professional services firm, with a proven track record of improving operational efficiency, revenue cycle performance, and team retention. A bachelor's degree in Healthcare Administration, Business Administration, or a related field is preferred, but we will consider candidates with equivalent professional experience and verifiable process improvement achievements. Candidates must have demonstrated experience managing multi-payer revenue cycle operations, including workers' compensation and auto liability billing, and proficiency with practice management software (AdvancedMD, Kareo, Athenahealth, or comparable platforms) is required. Familiarity with Arizona state healthcare regulations, HIPAA requirements, and CPT/ICD-10 coding guidelines is mandatory, as is strong proficiency with Microsoft Office Suite. Experience with prior authorization platforms such as Availity, scheduling software such as Solutionreach, and project management tools such as Jira is a plus.

We offer a highly competitive compensation package for this role, with a base salary range of $87,000 to $108,000 annually, adjusted based on years of relevant experience and proven operational improvement track record. Benefits include comprehensive medical, dental, and vision insurance for you and your dependents, a 401(k) retirement plan with 4% employer match, 20 days of paid time off plus 10 paid company holidays, 5 days of additional paid time off for professional development annually, and a $2,000 annual stipend for continuing education courses. We also provide a $150 monthly stipend for cell phone and internet costs for work-related use, and offer flexible scheduling with occasional remote work options for administrative tasks, with core in-office hours required Monday through Friday, 8am to 5pm.

This role offers significant long-term career growth opportunities: as we expand to open two additional clinic locations in the Phoenix metro area over the next 3 years, high-performing practice managers may be eligible for promotion to Director of Operations for our growing clinic group, with oversight of multiple locations and a corresponding salary increase. We provide dedicated mentorship from our ownership and medical director teams to support your professional development and leadership growth.

The hiring process for this role will be completed within 3 weeks of application receipt, with the following steps:
1. 30-minute initial phone screen with our HR lead to discuss your experience, career goals, and fit for the role
2. 60-minute in-person interview with our medical director and operations owner, including a 15-minute case study presentation where you will outline your approach to reducing patient wait times and improving revenue cycle performance in our clinic
3. 30-minute final interview with our ownership team to discuss alignment with our clinic's mission and long-term growth goals
We will notify all candidates of their status within 2 business days of each interview step, and our target start date for this role is within 30 days of offer acceptance. To apply, please send your resume and a brief 1-paragraph summary of your most impactful operational improvement in a prior role to [email protected]. No formal cover letter is required, but candidates who include the summary will be prioritized for interview scheduling.