Outpatient Practice Manager

Job Description

Job Description

Come grow with us!  Medrina has been voted one of the fastest growing companies and 92% of our employees feel we are the Great Place To Work!  For more details on what our employees say go to Working at Medrina | Great Place To Work®.

We offer competitive salary of $60,000 for this on-site opportunity at our Hamilton Square, NJ location. This is a full-time role required to work, Monday - Friday schedule (at least 40 hours/week). We offer a robust benefits package including 15 days of earned vacation, 7 paid holidays, and 5 sick days annually and group health/dental/vision benefits, which begin day one, company-paid life insurance, professional development/tuition reimbursement, 401(k) with a company match and more.

Position Summary: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.Essential Duties and Responsibilities:Practice Operations

• 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.

Staff Leadership

• 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.

Provider Support

• 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.

Financial Management

• 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.

Revenue Cycle Support

• 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.

Quality & Compliance

• 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.

Patient Experience

• 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.

Performance MetricsMonitor 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

Technology & Systems

• 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.

Continuous Improvement

• 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.

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.

EOE/M/F/Vet/Disability:

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.