Practice Administrator / Office Manager

CLEARWATER FAMILY MEDICINE AND ALLE • Palm Harbor, FL

12h • Hybrid

About The Position

At Clearwater Family Medicine and Allergy, our motto is simple: We listen. We care. We help you feel better and live healthier, starting today! We're an independent, physician-owned practice with offices in Clearwater and Palm Harbor. We offer primary care and prevention, allergy and asthma care, weight management with GLP-1 medications and health coaching, hormone optimization, chronic disease management, Direct Primary Care memberships, aesthetics, and telemedicine across Florida. We believe healthcare should be a partnership. Patients should feel known, heard, respected, and empowered to take part in their health. We also know we're a small business, and running it well is what lets us stay independent, invest in our team, and keep serving our community. Great patient care and sound business management go hand in hand.

We're looking for a Practice Administrator / Office Manager who wants to build, not just maintain. You'll report directly to our physician owner and lead operations, staffing, growth, revenue cycle, and quality across both locations. This is a leadership role with a hands-on heart. When the team is short-staffed or slammed, you jump in.

Requirements

• Medical practice or healthcare management experience
• Experience supervising employees and managing performance
• Solid understanding of insurance, billing, claims, A/R, and the revenue cycle
• Strong computer, spreadsheet, and EHR skills
• Excellent written and verbal communication
• Strong organization, judgment, and problem-solving skills
• Accuracy, discretion, professionalism, and accountability
• Willingness to be hands-on and help the team when needed
• Flexibility to attend occasional morning, evening, or weekend events

Nice To Haves

• 3+ years of medical practice management experience
• Independent or physician-owned practice experience
• Multi-location management experience
• ACO, value-based care, MIPS, or quality program experience
• Credentialing and payer enrollment experience
• Healthcare marketing, referral development, or recruiting experience
• athenaOne experience
• Direct Primary Care, membership, or self-pay experience
• Associate's or bachelor's degree in healthcare administration, business, or a related field

Responsibilities

• Oversee daily operations, staffing, patient flow, and scheduling in Clearwater and Palm Harbor
• Write and maintain clear policies, procedures, and SOPs
• Keep wait times short and processes consistent across locations
• Anticipate problems before they become crises
• Manage vendors, facilities, supplies, equipment, and new technology rollouts
• Cover front desk, phones, check-in/checkout, scheduling, and payments when needed
• Help with referrals, prior authorizations, and medical records
• Assist with medical assistant duties, rooming, and allergy injections when trained and qualified
• Review provider schedules, fill cancellations, and build waitlist processes
• Work toward 85% or greater provider schedule utilization
• Build full patient panels at both locations and support new provider ramp-up
• Track new-patient volume and referral sources, and measure what's working
• Build relationships with referring practices and community partners
• Help plan and attend marketing and community events, which may include some mornings, evenings, or weekends
• Recruit, hire, onboard, and train staff, and help recruit providers
• Manage schedules, attendance, PTO, coverage, and overtime
• Set clear expectations, hold regular check-ins, and complete performance reviews
• Recognize great work and address performance issues promptly
• Model and protect our positive, professional, low-drama culture
• Monitor KPIs, billing, collections, denials, and A/R, and follow issues through to resolution
• Oversee billing across insurance, PIP, Direct Primary Care memberships, and self-pay services
• Identify revenue leakage and opportunities to reduce expenses
• Assist with reconciliation and financial reporting
• Coordinate with billing, accounting, credentialing, and prior authorization vendors
• Coordinate ACO, value-based care, and MIPS workflows, quality measures, and reporting
• Manage provider credentialing, recredentialing, and payer enrollment
• Maintain HIPAA and OSHA processes and staff training
• Promote a welcoming, responsive experience for every patient
• Monitor reviews and feedback, resolve escalated concerns, and fix root causes

Benefits

• 401(k) with a 3% Safe Harbor employer contribution after 1,000 hours or 1 year of service
• Employee discounts
• Paid time off
• 10 days of paid time off (PTO)
• 10.5 paid holidays
• Paid training on our systems
• Competitive salary: based on experience
• Performance-based raises tied to clear goals

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree