Practice Manager

Provides leadership, communication, and guidance to physicians, providers, clinic team leaders, and staff while promoting the values and mission statement of Forefront Dermatology. Accountable for cultivating clinic leadership, leading operational excellence, and delivering a patient experience that results in high levels of patient satisfaction and retention. Oversees clinic-level economic profitability and growth. Acts as the primary communication liaison between Support Services and the clinic for corporate policy, procedural changes, and operational protocols.

Schedule

Monday - Friday, 40 hours per week, 7:30 AM - 5:00 PM. Occasional travel to Westfield, Indianapolis, and Noblesville Clinics as needed for support.

Benefits

• Health, dental, and vision insurance
• Health Savings Account with $500 matching contribution
• Paid time off (PTO) and holiday pay
• Company-paid life insurance and long-term disability (full-time only)
• Voluntary short-term disability insurance (full-time only)
• Additional life insurance options
• Accident, Critical Illness, Hospital Indemnity, and Cancer Guardian Insurance
• 401K with employer contribution and profit sharing
• Employee discounts

Responsibilities

• Analyze trends in revenue, productivity, appointments, workdays, and patient flow to maximize practice growth and provider performance.
• Oversee physician and staff schedules to balance patient convenience and practice profitability.
• Maximize clinic operational efficiency, customer service, and performance through effective leadership.
• Conduct weekly check-ins with team leaders to review clinic operations, staffing, training, equipment, and supply needs.
• Review staffing analysis and schedules for the upcoming 3 months, providing direction as needed.
• Assess office economic performance and identify opportunities to optimize schedules and control costs.
• Review Key Performance Indicators (KPIs) and support timely collection of patient accounts receivable.
• Collaborate with clinic leadership (Physicians, Providers, and Team Leaders) in monthly meetings to review operations, KPIs, and address concerns.
• Lead monthly team leader meetings, presenting standardized topics on operational management, customer service, compliance, and leadership training.
• Complete quarterly clinic reviews, including reception and clinic operations, CLIA, HIPAA, and OSHA compliance, and provide written reports to management.
• Provide weekly email summaries to the physician advisor and VP of Operations outlining accomplishments, challenges, and upcoming schedules.
• Act as liaison between Support Services and the clinic to improve communication and operational support.
• Develop and update training materials for team leaders and clinic staff in collaboration with RCMs and Support Services managers.
• Oversee clinic staffing, including interviewing, hiring, terminations, performance reviews, orientation, training, and time/attendance management.
• Ensure team leaders effectively manage clinic operations in alignment with company policies and mission.
• Complete 90-day and annual performance reviews for direct reports and ensure team leaders do the same.
• Coordinate new physician or provider onboarding, including equipment, scheduling, and service expansions.
• Ensure clinics are adequately staffed to provide an optimal patient experience and support physician efficiency.
• Resolve patient concerns and ensure a high level of patient satisfaction across all clinics and providers.
• Ensure clinic compliance with HIPAA, OSHA, CLIA, and state regulations, reporting issues to the compliance committee.
• Prepare for and participate in CLIA surveys, assist in policy compliance, and oversee quality control and proficiency testing.
• Perform annual OSHA inspections with team leaders and maintain written inspection reports.
• Review and update clinical policies and procedures annually or as needed in collaboration with RCMs.
• Adhere to compliance training and perform other related duties as assigned.

Requirements

• Successful completion of a registered nursing degree; BSN preferred.
• 2 years of previous work experience in dermatology or 5 years of related healthcare experience, or demonstrated excellent team leader experience with Forefront Dermatology.
• Must maintain current state licenses and/or registrations to continue employment.
• Valid Driver License with a driving record that allows for insurability by Forefront Dermatology.

Skills

• Demonstrated leadership experience with the ability to serve as a professional example.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Excellent leadership, organizational, and communication skills.
• Ability to work effectively with staff, board members, clients, and the public.
• Strong multitasking, prioritization, and teamwork abilities.
• Ability to maintain confidentiality and use time productively to enhance operational efficiency.

Physical Demands

• Ability to communicate in an active multi-office environment.
• Proficiency in operating office equipment (telephone, computer, calculator, fax, copier).
• Ability to communicate via telephone and email.
• Ability to sit for extended periods during the workday.