Overview
Circa Women is a new Maternal-Fetal Medicine practice led by Dr. Kristina Milan, an experienced Board-Certified Maternal-Fetal Medicine Specialist. We offer expert, compassionate care for high-risk pregnancies in Sacramento, focusing on attention to detail and the patient experience.
We are seeking an experienced, organized, and warm Practice Manager to own the daily operations of our growing practice. This is a senior operations and administrative role at the heart of the practice — the person who runs the behind-the-scenes work so our clinical team can focus on patient care. You will build and refine the systems a new practice depends on, serve as our operational backbone, and help maintain the boutique, patient-centered atmosphere that defines Circa Women. While our Medical Assistant handles most patient-facing reception, the Practice Manager should be cross-trained and comfortable stepping in at the front desk when needed.
KEY RESPONSIBILITIES
- Operations Leadership: Own day-to-day clinic operations and keep the practice running efficiently, including scheduling workflows in AdvancedMD to keep the clinic schedule full and on time.
- Systems Ownership: Serve as the in-house owner of our EMR (AdvancedMD) — building and managing workflows, updates, and staff support.
- Revenue Cycle Coordination: Serve as the internal liaison to our pre-authorization and billing partners, troubleshooting and resolving issues with insurance verification, prior authorizations, and claims. Oversee accounts payable and accounts receivable processes.
- Compliance & Records: Maintain and execute patient-facing forms and intake processes, ensure adherence to HIPAA and applicable regulatory requirements, and manage medical records requests and releases in accordance with HIPAA.
- Team Leadership: As the practice grows, support hiring, onboarding, and day-to-day supervision of front-office and clinical support staff.
- Patient Experience: Serve as a calm, steady point of contact for patients in sensitive or difficult situations — de-escalating concerns and ensuring they feel heard and cared for.
- Front-Office Support: Step in to cover front-desk and reception duties as needed, fully cross-trained for seamless backup.
- Administrative Operations: Manage office supplies, inventory, and vendor coordination.
- Clinic Upkeep: Help keep the office organized, welcoming, and presentable for patients.
- Professionalism: Exhibit a high degree of tact, courtesy, and poise to ensure patients are comfortable and feel safe.
REQUIREMENTS & QUALIFICATIONS
- Experience: 4+ years in medical practice management or a senior medical-office operations role. Experience in an OB/GYN or Maternal-Fetal Medicine (MFM) setting is a plus.
- Knowledge: Strong working knowledge of EMR systems (AdvancedMD experience a plus), revenue cycle processes, and HIPAA and medical office compliance.
- Education: High school diploma or GED equivalent required; Bachelor's degree in Healthcare Administration or related field preferred. MGMA credentials (CMM, CMPE) a plus.
- Soft Skills: Strong organizational skills and the ability to juggle competing priorities calmly; a warm, professional communication style comfortable with patients, staff, and outside partners; self-directed and resourceful, with the ability to build processes in an exciting, clinical startup environment.
Pay: $80,000.00 per year
Education:
Experience:
- medical practice management : 4 years (Preferred)
- senior medical-office operations role: 4 years (Preferred)
- Knowledge of EMR systems (AdvancedMD experience a plus): 2 years (Preferred)
- Revenue cycle process: 2 years (Preferred)
License/Certification:
- MGMA credentials (CMM, CMPE) a plus. (Preferred)
Work Location: In person
