Medical Practice Manager

From Pain To Wellness•Oakbrook Terrace, IL

About The Position

The Medical Practice Manager oversees the daily administrative and operational functions of the medical practice. The role ensures efficient office operations, appropriate staffing, effective patient scheduling, and a positive patient experience. The manager supervises administrative and clinical support staff, coordinates with healthcare providers, and maintains compliance with established policies and procedures. The position manages daily office operations and patient flow; staff scheduling, supervision, and employee records; patient service; billing and financial administration; compliance and office documentation; and coordination among providers, clinical staff, and administrative personnel. It also oversees employee timekeeping and payroll-related information in ADP Run, coordinates with payroll personnel, and supports recruitment, onboarding, training, and benefits enrollment. This is a full-time, salary-exempt position. The listed annual compensation range is $65,000 to $75,000. From Pain To Wellness LLC is a multidisciplinary chronic pain management practice in Oakbrook Terrace, Illinois, providing conventional, holistic, and integrative care.

Requirements

High school diploma or equivalent required.
Minimum 3 years of medical office or healthcare administration experience.
Knowledge of medical office operations, scheduling, insurance verification, and billing.
Experience with EHR and practice management systems.
Working knowledge of HIPAA and healthcare compliance requirements.
Proficiency in Microsoft Office applications.
Strong leadership, organizational, and time-management skills.
Excellent written and verbal communication skills.
Ability to manage competing priorities in a busy medical office.
Effective problem-solving and conflict-resolution skills.
Strong attention to detail, particularly regarding payroll and employee records.
Ability to maintain confidentiality and exercise sound judgment.
Commitment to patient service and teamwork.
Ability to sit, stand, and walk throughout the workday; frequent use of computers, telephones, and office equipment; ability to lift up to 25 pounds occasionally.

Nice To Haves

Associate's or bachelor's degree preferred.
At least 1 to 2 years of supervisory experience preferred.
Familiarity with ADP Run or comparable HR/payroll software preferred.

Responsibilities

Oversee daily office operations, patient flow, scheduling, provider schedules, appointment availability, and staff coverage.
Monitor patient registration, check-in, check-out, and administrative workflows; manage office supplies, equipment, and facility needs.
Address operational concerns, implement process improvements, and maintain and enforce office policies and procedures.
Supervise front-office and clinical support personnel; coordinate staff schedules, attendance, and time-off requests.
Assist with recruitment, hiring, onboarding, employee training, performance evaluations, and employee concerns.
Oversee employee timekeeping, attendance, and PTO tracking within ADP Run; review timesheets and payroll-related information for accuracy.
Coordinate corrections to payroll discrepancies, deductions, and employee records; maintain records for hires, terminations, and compensation changes in ADP Run.
Assist with benefits enrollment, employee documentation, and payroll deduction verification; coordinate with payroll personnel to support timely and accurate processing.
Maintain high standards of patient service and communication; address escalated patient complaints and administrative concerns.
Monitor appointment scheduling, wait times, and patient access, and identify opportunities to improve patient satisfaction and office efficiency.
Monitor daily payment collections and patient balances; coordinate with billing personnel about claims, denials, and payment issues.
Oversee insurance verification and authorization workflows; review basic financial and operational reports, monitor office expenses, and assist with budget management.
Ensure accurate handling of patient payments.
Ensure adherence to HIPAA, OSHA, and applicable healthcare regulations; maintain administrative policies, employee records, and required documentation.
Coordinate staff compliance training and certifications; assist with provider credentialing and insurance enrollment.
Maintain confidentiality of patient and employee information.
Serve as a liaison among providers, clinical staff, and administrative personnel; address scheduling conflicts, staffing concerns, and operational challenges.
Coordinate communication between departments, assist providers with administrative needs, and communicate practice updates and procedural changes to employees.