Outpatient Practice Manager

Medrina•Hamilton, NJ

11d•Onsite

About The Position

The Outpatient Practice Manager is responsible for the overall operational, financial, and administrative performance of First Docs' outpatient physician practices throughout New Jersey. This leader ensures exceptional patient experience, efficient clinic operations, regulatory compliance, provider satisfaction, and achievement of key operational and financial goals. The Practice Manager serves as the primary operational leader for assigned practices and partners closely with physicians, advanced practice providers, clinical staff, revenue cycle, credentialing, human resources, and executive leadership to support First Docs' mission of delivering high-quality, patient-centered care.

Requirements

Bachelor's degree in Healthcare Administration, Business Administration, Nursing, or related field required.
5+ years of progressive healthcare practice management experience.
Experience managing multispecialty outpatient medical practices preferred.
Experience leading teams of clinical and administrative staff.
Experience with EMR and Microsoft Suite.
Knowledge of physician practice operations, scheduling, billing, and revenue cycle.
Regulatory compliance knowledge.
Experience with Medicare and commercial insurance.
Multi-site management experience preferred.

Responsibilities

Direct the daily operations of multiple outpatient practice locations.
Develop standardized workflows that improve efficiency and patient access.
Ensure smooth clinic flow while minimizing patient wait times.
Monitor provider schedules and optimize appointment utilization.
Oversee front desk, clinical support, scheduling, referrals, authorizations, and patient communications.
Develop contingency plans for staffing shortages and operational disruptions.
Lead practice opening, expansion, and transition initiatives as needed.
Recruit, hire, onboard, train, coach, and evaluate practice staff.
Foster a culture of accountability, teamwork, and service excellence.
Conduct regular staff meetings and performance reviews.
Develop succession plans for key operational positions.
Address employee relations issues in collaboration with Human Resources.
Ensure adequate staffing levels based on patient volume.
Serve as the primary operational liaison for physicians and APPs.
Partner with providers to improve clinic efficiency and patient access.
Coordinate provider onboarding and orientation.
Support provider scheduling, templates, and productivity initiatives.
Identify operational barriers affecting provider performance and implement solutions.
Manage practice operating budgets.
Monitor productivity and financial performance.
Review monthly financial reports and identify improvement opportunities.
Partner with Revenue Cycle to improve: Charge capture, Coding accuracy, Denial reduction, Accounts receivable, Collections.
Assist in annual budgeting and forecasting.
Monitor supply utilization and vendor expenses.
Ensure timely insurance verification and prior authorizations.
Monitor registration accuracy.
Reduce claim denials through operational improvements.
Coordinate with billing teams to resolve operational issues affecting reimbursement.
Monitor payer trends and authorization turnaround times.
Maintain compliance with: HIPAA, OSHA, CMS regulations, Medicare guidelines, State of New Jersey regulations, Accrediting organizations.
Support quality improvement initiatives.
Participate in internal audits.
Ensure appropriate documentation and record retention.
Implement corrective action plans when necessary.
Promote an exceptional patient experience throughout every interaction.
Monitor patient satisfaction metrics.
Investigate and resolve patient complaints.
Improve access, communication, and service recovery.
Develop initiatives that improve patient loyalty and retention.
Monitor and improve practice performance including: Patient satisfaction, Provider satisfaction, Clinic utilization, Schedule optimization, New patient growth, Established patient retention, No-show rates, Same-day access, Revenue per visit, Collections, Denial rates, Days in Accounts Receivable, Clinical quality measures, Referral completion rates, Authorization turnaround time.
Optimize utilization of the Electronic Medical Record (EMR).
Train staff on practice management systems.
Identify opportunities for workflow automation.
Support implementation of new technologies.
Ensure data integrity and reporting accuracy.
Lead Lean process improvement initiatives.
Develop and maintain standard operating procedures.
Benchmark practice performance against organizational goals.
Participate in strategic planning initiatives.
Support growth through new provider onboarding and practice acquisitions.