Hiring Medical Practice Manager in Phoenix

Phoenix Ortho Injury is a fast-growing specialized orthopedic clinic based in central Phoenix, focused exclusively on spine and extremity care for the greater Phoenix metropolitan area. Founded in 2016, our 12-person clinical team of orthopedic surgeons, physician assistants, and physical therapists serves more than 18,000 patients annually, with a 98% patient satisfaction rate for clinical outcomes and a 92% net promoter score for patient experience. We are currently expanding our service lines to include minimally invasive spine procedures and sports medicine orthopedics, and we are seeking an experienced Medical Practice Manager to oversee daily clinic operations, ensure regulatory compliance, optimize workflows, and support our clinical teams in delivering best-in-class patient care.

In this role, you will serve as the primary operational leader for our 35-person front and back office team, reporting directly to practice owner Meghan Neil and working closely with the clinical director and lead providers. Your core responsibilities will include:
1. Overseeing daily front and back office operations for the 12-provider orthopedic practice, reducing patient wait times by a minimum of 15% within the first 6 months through process reengineering and staff workflow optimization.
2. Managing a team of 35 clinical and administrative staff, including full-cycle hiring, onboarding, performance management, and professional development planning, with a target annual staff retention rate of 90% or higher.
3. Ensuring full compliance with HIPAA, OSHA, CMS, and Arizona State Medical Board regulations, conducting quarterly operational and compliance audits, and resolving any identified gaps within 10 business days to avoid regulatory penalties.
4. Partnering with the billing and revenue cycle team to optimize claims processing workflows, reducing claim denial rates by 10% and accelerating average days in accounts receivable by 7 days within the first year of employment.
5. Leading patient experience initiatives, implementing a structured patient feedback collection and response system that improves overall patient satisfaction scores from the current 4.2/5 to 4.6/5 within 12 months.
6. Managing vendor relationships for medical supplies, clinical equipment, and practice software, negotiating annual contracts to reduce operational costs by 8% without compromising care quality or staff efficiency.
7. Coordinating with the medical director and lead providers to develop and launch new service lines, including the upcoming minimally invasive spine procedure program scheduled to launch in Q4 2024.
8. Overseeing optimization of our Athenahealth EHR system, training staff on documentation best practices and customizing clinical workflows to reduce provider documentation time by 12% within 9 months.
9. Preparing and managing the practice’s $3.2M annual operational budget, delivering monthly financial performance reports to the ownership group with actionable insights for cost control and revenue growth.
10. Serving as the primary point of contact for patient escalations and complaints, resolving 95% of issues within 24 hours to maintain the practice’s strong reputation in the Phoenix community.

Our work environment is collaborative and low-drama, with minimal corporate red tape, as we are independently owned and operated. Ownership is highly accessible, and we prioritize staff feedback in all operational decisions, with quarterly team input sessions that directly shape practice policies. We offer flexible scheduling options for eligible staff, quarterly team building events, and a culture that prioritizes patient care above all administrative goals. While on-site presence is required for core business hours 3 days per week to support team meetings, patient escalations, and clinical workflow coordination, 2 days per week are available for remote administrative work to support work-life balance.

For this role, we require a minimum of 5 years of experience managing a professional services or medical office, with at least 2 years of healthcare operations experience preferred but not mandatory for candidates with a proven track record of managing high-volume offices (such as legal, accounting, or consulting firms) with 20+ staff. A bachelor’s degree in Healthcare Administration, Business Administration, or a related field is required; a Master of Healthcare Administration (MHA) or MBA is considered a strong plus. You must have working knowledge of HIPAA compliance requirements, basic revenue cycle management principles, and EHR system optimization. Proven experience improving patient satisfaction scores, reducing operational costs, and retaining staff in previous roles is required. Familiarity with process improvement methodologies such as Lean or Six Sigma is a plus, as is experience with medical billing software such as Kareo or AdvancedMD.

We offer a highly competitive compensation and benefits package to support your well-being and professional growth. The base salary for this role ranges from $85,000 to $105,000 annually, depending on your relevant experience, plus a performance bonus of up to 10% of your base salary tied to hitting agreed-upon operational KPIs including patient satisfaction targets, cost reduction goals, and revenue growth metrics. Full benefits include 100% employer-paid medical, dental, and vision insurance for you, with 50% employer contribution for dependent coverage. You will receive 15 days of paid time off annually, plus 10 paid company holidays and 5 paid sick days. After 1 year of employment, you will be eligible for our 401(k) plan with a 4% employer match, plus an annual $2,000 professional development stipend to use for conferences, certifications, continuing education, or other career growth opportunities. On-call responsibilities are limited to 1-2 times per quarter, with additional pay of $25 per hour for any after-hours work required.

As we prepare to open a second clinic location in Scottsdale in 2025, this role includes clear career growth opportunities for high performers. You will have the opportunity to lead the operational setup of the new Scottsdale site, with a clear path to promotion to Director of Operations for our two-site practice within 2-3 years for employees who meet performance goals. We also provide mentorship and sponsorship for employees seeking to earn advanced healthcare administration certifications or pursue executive leadership roles in the healthcare industry.

Applications are being accepted on a rolling basis until this position is filled, with a target start date of October 16, 2024. To apply, submit your resume and a brief overview of your relevant operational leadership experience to [email protected]. Our HR team will review all applications within 3 business days of submission. Selected candidates will be invited for a 30-minute initial phone screen with Meghan Neil, followed by a 60-minute in-person or virtual interview with our clinical leadership team, which will include a 10-minute case study presentation on how you would address high patient wait times in a busy orthopedic practice. Final round candidates will meet with the full ownership group for a final discussion, with formal offers extended within 5 business days of the final interview. We will respond to all applicants regardless of selection status.