Hiring Medical Practice Manager in Phoenix

Phoenix Ortho Injury Spine & Extremity is a fast-growing, patient-centered orthopedic clinic serving the greater Phoenix metropolitan area for 8 years, with a team of 4 board-certified orthopedic surgeons, 12 mid-level providers (physician assistants and nurse practitioners), and 20 administrative and clinical support staff. We specialize in non-surgical and surgical treatment for spine conditions, sports injuries, joint replacement, and extremity trauma, seeing an average of 85 patients per day across our on-site imaging, surgery coordination, and rehabilitation services. As we prepare to expand our service offerings and open a second clinic location in 2026, we are hiring a Medical Practice Manager to lead our operational strategy and ensure we maintain the high standard of care our patients expect.

This is not a generic administrative support role: as our Medical Practice Manager, you will be the operational lead for our entire Phoenix clinic, responsible for aligning front-office workflows, clinical support processes, revenue cycle operations, and compliance protocols to support our clinical team and improve patient outcomes. We are open to candidates with strong office management experience in professional services firms such as law, accounting, or consulting, who can bring data-driven process improvement expertise to our healthcare setting, even if they do not have prior medical office experience. The ideal candidate has a track record of managing cross-functional teams, improving operational efficiency, and navigating complex regulatory requirements.

Your core responsibilities will include:
1. Overseeing daily front and back office operations, with a target of reducing average patient wait times by 20% within your first 6 months, and ensuring 95% of scheduled appointments start within 10 minutes of their scheduled time.
2. Managing a team of 16 administrative and clinical support staff, including recruitment, onboarding, performance management, and professional development planning, with a goal of maintaining a 90%+ annual staff retention rate.
3. Leading revenue cycle management initiatives in partnership with our billing team, targeting a 15% reduction in insurance claim denial rates within your first year, and ensuring 98% of patient balances are collected within 30 days of billing.
4. Conducting quarterly audits and maintaining protocols to ensure full compliance with HIPAA, OSHA, and Arizona State Medical Board regulations, with a target of zero regulatory citations during your tenure.
5. Managing vendor relationships for medical supplies, software subscriptions, and facility maintenance, negotiating contracts to reduce annual operational costs by 10% without compromising care quality or staff resources.
6. Collaborating with clinical leadership to implement new patient care workflows, including streamlined pre-visit intake and post-visit follow-up processes, to reduce administrative burden on clinical staff by 25%.
7. Administering our EpicCare EHR system, including staff training, system updates, and troubleshooting, to ensure 99%+ uptime for clinical documentation during business hours.
8. Developing and tracking quarterly operational KPIs, presenting monthly performance reports to clinic leadership to align operational goals with clinical growth targets.
9. Leading patient experience initiatives, with a goal of reducing formal patient complaint rates by 30% within your first year by implementing a structured feedback loop and resolving all patient concerns within 24 hours of receipt.
10. Overseeing facility maintenance and safety protocols, conducting monthly inspections to ensure all clinical and administrative spaces meet state safety and ADA accessibility standards.

Our work environment is collaborative and low-drama: we prioritize clear communication, mutual respect, and shared ownership of our patient care mission. Clinical and administrative teams hold weekly cross-departmental check-ins to align on priorities, and we encourage all staff to submit process improvement ideas via our internal suggestion portal, with a $500 quarterly bonus for ideas that are implemented and deliver measurable cost or efficiency savings. We offer flexible scheduling for eligible roles, regular team lunches, and annual clinic-wide retreats to support team cohesion.

To qualify for this role, you must have 3+ years of experience managing office operations for a professional services or healthcare organization, with a proven track record of improving operational efficiency and managing cross-functional teams. Prior medical office experience is preferred but not required, as we will provide comprehensive onboarding for all healthcare-specific compliance and operational requirements. You must be proficient in Microsoft Office 365, have experience with practice management or EHR software (preferred), and be familiar with HIPAA compliance requirements for healthcare settings. Strong written and verbal communication skills are required, as you will interact regularly with patients, clinical staff, insurance representatives, and vendors. You must be able to work on-site at our Phoenix clinic full-time, with occasional flexibility for after-hours operational reviews as needed.

You will be expected to use the following tools in your day-to-day work: EpicCare EHR, AdvancedMD practice management software, QuickBooks Online for accounting, Asana for project and workflow tracking, Microsoft Office 365 (Excel for KPI reporting, PowerPoint for leadership presentations, Teams for cross-team communication), and HIPAA compliance training platforms.

We offer a competitive compensation package to support your well-being and professional growth: the base salary for this role ranges from $75,000 to $92,000 per year, dependent on your experience and qualifications, plus a performance-based bonus of up to 10% of your annual salary for meeting or exceeding operational KPIs. Benefits include comprehensive medical, dental, and vision insurance for you and your dependents, 10 paid vacation days, 8 paid sick days, and 12 paid company holidays per year, a 401(k) plan with a 4% employer match, a $1,500 annual professional development stipend for conferences, certifications, or courses related to healthcare administration, and free on-site gym access for all full-time staff.

This role offers clear pathways for career growth as we expand: successful candidates may advance to Director of Operations overseeing both our current and future Phoenix clinic locations, or specialize in revenue cycle management, compliance leadership, or clinical operations roles. We prioritize internal promotions, and will work with you to create a personalized development plan, including opportunities to attend national healthcare administration conferences and leadership training programs, to help you achieve your career goals.

Our hiring process is transparent and efficient: submit your resume and a brief 1-paragraph statement of interest to [email protected] by October 31, 2024 to be considered. Selected candidates will be invited to a 30-minute initial phone screen with our clinic's operations lead, followed by a 60-minute in-person interview with our senior leadership team and a tour of our clinic. Finalists will be asked to complete a short work sample: a 1-page proposal for reducing patient wait times at our clinic, to be submitted within 3 business days of the interview. We expect to extend offers to successful candidates by November 15, 2024, with a target start date of December 2, 2024, or earlier if mutually agreed upon.