Hiring Medical Practice Manager in Phoenix

Phoenix Ortho Injury is a patient-centered orthopedic clinic based in central Phoenix, specializing in non-surgical and post-surgical care for spine, joint, and extremity injuries. Serving patients across the Greater Phoenix area including Scottsdale, Tempe, and Mesa for over 8 years, we have built a reputation for evidence-based, personalized care, with a 4.8/5 patient satisfaction rating across our 12,000+ annual patient visits. Our growing patient volume and expanding service offerings have created an opening for a seasoned Medical Practice Manager to lead our operational and administrative teams.

We are seeking a results-driven Medical Practice Manager to oversee all front and back of house operations, ensuring our clinic runs efficiently while upholding the highest standards of patient experience, regulatory compliance, and financial performance. While prior experience in a medical office setting is preferred, we actively welcome strong candidates who have managed high-stakes professional services offices such as law firms, financial services firms, or consulting practices, as core operational and team leadership skills translate directly to the needs of our clinic.

Your core responsibilities will include:
1. Oversee end-to-end daily clinic operations, including patient scheduling, intake, front desk workflows, and clinical administrative support, with a target of reducing average patient wait times by 15% within your first 6 months while maintaining 95%+ scores on post-visit patient satisfaction surveys.
2. Lead a cross-functional team of 12 clinical and administrative staff, including medical assistants, front desk coordinators, and billing specialists, conducting weekly check-ins, facilitating ongoing training on HIPAA compliance and patient communication best practices, and reducing annual staff turnover by 10% year-over-year.
3. Manage end-to-end revenue cycle operations, working closely with the billing team to process insurance claims, resolve denials, and reduce outstanding accounts receivable by 20% within your first year, while ensuring full compliance with CMS and Arizona state medical billing regulations.
4. Develop and implement standardized operational protocols for patient onboarding, referral management, and clinical documentation support, aligning with our orthopedic care team's clinical workflows to eliminate administrative bottlenecks for our physicians.
5. Oversee clinic supply chain and inventory management for medical equipment, clinical supplies, and office materials, reducing operational waste by 10% annually while ensuring all critical supplies are available for patient care without delay.
6. Serve as the primary point of contact for vendor partnerships, including EHR system providers, medical supply distributors, and facility maintenance contractors, renegotiating contracts annually to reduce operational costs by 5% without compromising service quality or patient care standards.
7. Lead compliance and risk management initiatives, conducting quarterly audits of patient records, billing practices, and workplace safety protocols to ensure full adherence to HIPAA, OSHA, and Arizona Board of Medicine regulations, with a target of zero compliance violations annually.
8. Collaborate with our clinical leadership team to develop and implement patient experience improvement initiatives, including extended hour options for working patients and streamlined referral processes for specialist care, to increase patient retention by 12% within your first 18 months.
9. Generate and present monthly operational performance reports to clinic ownership, including key metrics on patient volume, revenue, staff performance, and patient satisfaction, to inform strategic decision-making for our planned practice expansion.

Our clinic operates in a modern, accessible 4,000 sq ft facility in central Phoenix, with a collaborative, low-turnover team that prioritizes work-life balance for all staff. We offer flexible scheduling options for management staff, including up to 2 remote days per week for administrative reporting, planning, and vendor coordination work, and host quarterly team-building events and annual professional development stipends for all team members. Our leadership team prioritizes transparent communication, and we encourage all staff to share feedback on operational improvements to support our shared goal of delivering exceptional, compassionate patient care.

We are targeting candidates with at least 5 years of experience managing professional services office operations, with a bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred. While prior experience in a medical practice setting is a plus, we will strongly consider candidates with experience managing high-volume regulated offices, as long as they demonstrate a proven track record of improving operational efficiency, leading cross-functional teams, and maintaining strict compliance with industry regulations. Ideal candidates will have experience with medical billing and coding, EHR systems (we use Epic for clinical documentation and patient scheduling), and HIPAA compliance requirements, but we are willing to provide comprehensive onboarding training for candidates with strong operational leadership experience but limited prior medical office exposure. For our operational workflows, we use Epic EHR for clinical documentation and scheduling, AdvancedMD for medical billing and claims management, QuickBooks for practice financial tracking, Asana for internal project management, and Microsoft 365 for daily administrative work; familiarity with any of these tools is a plus.

We offer a competitive total rewards package to support your professional and personal well-being. The base salary for this role ranges from $78,000 to $96,000 annually, dependent on your relevant experience, plus a performance-based annual bonus of up to 10% of base salary for meeting or exceeding pre-defined operational targets. Our benefits package includes comprehensive medical, dental, and vision insurance for you and your dependents at no cost to you for employee-only coverage, 12 paid vacation days plus 10 paid sick days annually, 7 paid company holidays, a 401(k) plan with 4% employer match, and a $2,500 annual professional development stipend to support continued education, industry certifications, or conference attendance.

This role also offers clear pathways for career growth as our practice expands. We plan to open a second clinic location in the East Valley by 2026, and top performers in this role will have the opportunity to advance to Regional Practice Manager overseeing both locations, or move into a Director of Operations role for our expanding clinic network. We prioritize internal promotions for staff who demonstrate leadership potential, with regular opportunities to lead cross-functional projects for new clinic initiatives.

If you are interested in this role, please submit your resume and a brief overview of your relevant operational leadership experience to [email protected] by October 31, 2024. Our hiring process includes an initial 30-minute phone screen with our Operations Director, a 1-hour in-person interview with our clinic leadership team, and a final 30-minute interview with our practice owner. We will be reviewing applications on a rolling basis, and aim to extend offers to successful candidates by November 15, 2024, with a target start date of December 2, 2024. Qualified candidates will be contacted within 5 business days of submitting their application.