Hiring Medical Practice Manager in Phoenix

Phoenix Ortho Injury is a rapidly growing orthopedic and spine care practice based in central Phoenix, Arizona, serving patients across the greater Phoenix metropolitan area for over 12 years. Our team includes 4 board-certified orthopedic surgeons specializing in spine surgery, joint replacement, sports medicine, and extremity care, 2 in-house physical therapists, an on-site diagnostic imaging center, and a 12-person clinical and administrative staff. We are expanding our patient service capacity by 30% over the next 18 months, and are seeking a dedicated Medical Practice Manager to oversee all administrative and operational functions of our busy clinical practice.

As the Medical Practice Manager, you will serve as the operational backbone of our practice, working closely with our clinical leadership team to streamline workflows, improve patient experience, and ensure full compliance with all federal and state healthcare regulations. Unlike generic office management roles, this position offers the opportunity to directly impact the quality of care delivered to thousands of orthopedic patients each year, while building a long-term career in a stable, growing healthcare sector with clear advancement pathways.

Your core responsibilities will include:
1. Supervise a team of 6 administrative staff members (front desk coordinators, medical billers, and records clerks), conducting weekly performance check-ins, quarterly goal-setting sessions, and annual performance reviews, with a target of reducing administrative staff turnover by 25% within your first year in the role.
2. Oversee the full medical billing cycle for the practice, managing relationships with major national and regional insurers including Aetna, Cigna, UnitedHealthcare, Medicare, and Arizona Medicaid, resolving denied claims within 72 business hours, and working to achieve a 92% overall claims reimbursement rate within 12 months.
3. Optimize patient appointment scheduling workflows, implementing automated appointment reminder systems via text and email, and redesigning front desk check-in processes to reduce patient no-show rates from the current 18% to less than 8% within 6 months, while cutting average patient wait times by 20% within 8 months.
4. Ensure full compliance with all applicable regulations, including HIPAA privacy and security rules, Arizona Medical Board practice requirements, and OSHA workplace safety standards for healthcare settings, conducting bi-annual compliance training for all staff and updating internal policies as regulatory requirements change.
5. Manage the practice’s annual operating budget of $1.2M, tracking expenses for medical supplies, staff salaries, equipment maintenance, and facility costs, negotiating contracts with medical supply vendors and IT service providers to achieve 10% cost savings on operational supplies within your first year.
6. Oversee management of the practice’s electronic medical record (EMR) systems (Epic and NextGen), ensuring accurate and timely documentation of patient visits, coordinating EMR system upgrades and staff training, and maintaining 99.9% data accuracy for patient records.
7. Resolve patient concerns and insurance disputes, responding to all patient complaints within 2 business days, and achieving a 90% or higher patient satisfaction score on annual practice surveys.
8. Coordinate cross-functional workflows between clinical staff, the on-site imaging center, and external physical therapy partners to reduce care coordination delays, and implement process improvements identified through regular operational data analysis.

Our work environment is collaborative and low-turnover, with a strong focus on work-life balance for all team members. We offer flexible scheduling options, no mandatory weekend shifts except for rare on-call coverage needs, and a supportive team culture where administrative staff are recognized as critical members of the patient care team. We hold monthly team-building lunches, provide ongoing professional development opportunities, and maintain an open-door policy for all staff to share feedback and suggestions for practice improvements.

To be successful in this role, you will bring at least 3 years of full-time experience managing an office or operational team, either in a healthcare setting, law firm, accounting practice, or other professional services environment. While prior medical office management experience is a strong plus, we will consider exceptional candidates with transferable office management experience who demonstrate a willingness to learn healthcare-specific regulations and workflows. You must have strong proficiency in Microsoft 365, experience with medical billing software (Kareo preferred), and a working knowledge of HIPAA compliance requirements. Strong communication skills, attention to detail, and the ability to problem-solve in a fast-paced clinical environment are required. A bachelor’s degree in Healthcare Administration, Business Administration, or a related field is preferred, or equivalent professional experience.

In addition to a competitive base salary ranging from $65,000 to $85,000 per year based on experience, we offer a comprehensive benefits package including 80% employer-paid health insurance for you and your dependents, 15 days of paid time off per year, 10 paid sick days, 1 flexible remote work day per week after your 90-day probationary period, and a 5% employer contribution to your retirement plan after 1 year of tenure. We also cover 100% of costs for relevant professional development courses, certification exams for healthcare management credentials, and annual attendance at national healthcare management conferences. For high-performing managers, we offer a clear advancement pathway to Director of Operations if we open additional practice locations in the Phoenix area over the next 2 years.

Our hiring process is designed to be transparent and efficient: first, submit your resume and a 1-paragraph overview of your relevant management experience to [email protected] by October 31, 2024. Applications will be reviewed on a rolling basis, and you will receive a confirmation email within 3 business days of submission. Selected candidates will be invited to a 30-minute initial phone screen with our HR lead Meghan Neil, followed by an in-person interview with our Practice Director and Lead Surgeon, and a final group interview with the administrative team. We aim to extend offers to successful candidates within 2 weeks of the final interview, with a preferred start date of November 18, 2024, or as soon as possible thereafter. If you have questions about the role or application process, you can reach out to [email protected] for clarification.