Position Summary
The Practice Manager serves as the operational leader of Onyx Spine & Orthopedic Institute and is responsible for overseeing the day-to-day operations of the practice. This individual ensures the clinic operates efficiently, maintains the highest standards of patient care and regulatory compliance, supports physicians and staff, and creates a culture of accountability, organization, and continuous improvement.
This position requires a highly organized, self-motivated leader with an ownership mentality who thrives in a fast-paced, growing healthcare organization. The ideal candidate is proactive, solution-oriented, and capable of making sound decisions independently while maintaining the highest level of professionalism, integrity, and confidentiality.
The Practice Manager reports directly to executive leadership and serves as the primary operational leader for the clinic, allowing executive leadership to focus on strategic growth while ensuring the day-to-day operations of the organization continue to function at the highest level.
Essential Duties & Responsibilities
Operations Management
- Direct and oversee the daily operations of the clinic to ensure efficient workflows and exceptional patient care.
- Develop, implement, and maintain standardized operational processes, policies, and procedures.
- Ensure clinic readiness and operational efficiency each day.
- Identify operational challenges and proactively implement sustainable solutions.
- Monitor clinic performance and operational Key Performance Indicators (KPIs).
- Create structure, accountability, and consistency throughout the organization.
- Coordinate communication between providers, departments, and leadership.
- Support organizational growth initiatives and adapt to changing business needs.
- Perform additional duties and special projects as assigned.
Leadership & Team Development
- Lead, coach, mentor, and support clinic employees.
- Foster a positive, accountable, and collaborative workplace culture.
- Conduct employee coaching, performance evaluations, and corrective action when necessary.
- Assist with interviewing, hiring, onboarding, orientation, and employee development.
- Promote teamwork, professionalism, and continuous improvement.
- Hold staff accountable to organizational policies and performance expectations.
- Serve as a trusted resource for providers and employees while maintaining consistency and fairness.
Human Resources Administration
- Manage employee scheduling, attendance, payroll review, and timekeeping.
- Assist employees with payroll and benefits questions while coordinating with Paychex and benefit partners as needed.
- Support employee onboarding, offboarding, and HR documentation.
- Maintain employee records in accordance with company policies and applicable regulations.
- Assist with employee relations, conflict resolution, and workplace investigations while maintaining confidentiality.
Financial & Administrative Responsibilities
- Assist with accounts payable and accounts receivable functions as assigned.
- Ensure invoices, reimbursements, and financial documentation are processed accurately and timely.
- Assist leadership with operational budgeting and expense management.
- Coordinate office purchasing, inventory management, and vendor relationships.
- Sort, distribute, and manage incoming mail and organizational correspondence.
Compliance & Credentialing
- Ensure compliance with OSHA, HIPAA, accreditation standards, and all applicable federal and state regulations.
- Assist with provider credentialing, recredentialing, privileging, and payer enrollment as needed.
- Maintain provider licenses, certifications, registrations, DEA renewals, and continuing education documentation to ensure all credentials remain current.
- Assist with regulatory inspections, audits, and quality improvement initiatives.
- Maintain and update organizational policies and procedures.
Patient Experience
- Serve as the primary point of escalation for patient complaints and concerns.
- Resolve patient issues professionally, compassionately, and promptly.
- Promote exceptional customer service throughout the organization.
- Continuously evaluate and improve the patient experience.
Facility Management
- Oversee the day-to-day facility needs for all practice locations.
- Coordinate maintenance requests, vendor services, office equipment, and operational readiness.
- Assist with office expansions, relocations, and facility improvement projects as needed.
- Travel to satellite offices as necessary to ensure operational consistency and support.
Business Development & Marketing
- Develop and maintain professional relationships with referral sources, community partners, vendors, and business contacts.
- Represent the organization professionally during networking opportunities, community events, and business meetings.
- Support physician outreach, marketing initiatives, and business development efforts as needed.
- Assist with organizational growth strategies and special projects.
Administrative & Confidential Responsibilities
- Maintain highly confidential employee, provider, patient, financial, legal, and business information with the highest level of discretion.
- Serve as the custodian of confidential personnel files, organizational records, and sensitive business documents.
- Participate in confidential leadership discussions while exercising sound judgment and maintaining absolute confidentiality.
- Protect confidential conversations, proprietary business information, strategic initiatives, and personnel matters at all times.
- Demonstrate honesty, professionalism, integrity, and discretion in every aspect of the position.
Leadership Expectations
The successful Practice Manager will:
- Lead with integrity, professionalism, and accountability.
- Demonstrate an ownership mentality and take pride in the success of the organization.
- Be proactive rather than reactive.
- Anticipate operational needs before they become problems.
- Create organization, structure, and accountability.
- Build trust with physicians, staff, patients, and executive leadership.
- Make sound, independent decisions while knowing when collaboration is appropriate.
- Communicate effectively with all levels of the organization.
- Continuously seek opportunities to improve operations and the patient experience.
- Handle unexpected challenges with confidence, professionalism, and sound judgment.
Authority of the Position
The Practice Manager is entrusted with overseeing the daily operations of the clinic and is expected to exercise independent judgment in managing operational matters.
This position has the authority to:
- Direct daily clinic operations.
- Supervise clinic staff and operational workflows.
- Hold employees accountable to company policies and performance expectations.
- Implement operational improvements and workflow changes.
- Escalate strategic, physician-related, or executive-level issues appropriately.
- Escalate routine operational matters when appropriate to executive leadership.
Qualifications
Preferred qualifications include:
- Bachelor's or Master’s degree in Healthcare Administration, Business Administration, or related field preferred.
- Minimum of five years of healthcare management experience.
- Strong knowledge of medical practice operations, regulatory compliance, and healthcare administration.
- Experience with payroll, HR administration, provider credentialing, and healthcare operations.
- Excellent leadership, organizational, communication, and problem-solving skills.
- Proficiency with Microsoft Office and healthcare practice management systems.
- Ability to maintain strict confidentiality and exercise professional judgment.
Work Schedule & Availability Expectations
This is a full-time, exempt (salaried) leadership position with a minimum expectation of 40 hours per week. Due to the nature of healthcare operations and leadership responsibilities, additional hours may be required based on business needs.
The Practice Manager is expected to demonstrate flexibility and availability to support the organization outside of normal business hours when operational needs arise. Expectations include:
- Maintaining reliable mobile access to company email to monitor urgent operational communications outside of normal business hours.
- Being reasonably available by phone, text, or email for urgent operational questions, provider support, or employee needs when appropriate.
- Attending occasional early morning, evening, weekend, or after-hours meetings, organizational events, and functions.
- Traveling to satellite clinic locations as operational needs require.
- Responding appropriately during unforeseen operational situations requiring leadership involvement.
Leadership extends beyond standard business hours. The successful candidate will demonstrate the professionalism, flexibility, and commitment necessary to support a growing healthcare organization while exercising sound judgment regarding after-hours matters.
Our Culture
Onyx Spine & Orthopedic Institute was built on integrity, accountability, teamwork, innovation, and a commitment to providing exceptional patient care. We are seeking someone who shares those values and is passionate about helping our organization continue to grow.
This is not simply a management position, it is an opportunity to become a trusted operational leader within a rapidly growing orthopedic and spine organization.
The successful candidate will possess an ownership mindset, lead by example, and take pride in creating an organized, compliant, efficient, and supportive environment for our physicians, staff, and patients.
Above all else, this position requires trust. The Practice Manager will be entrusted with confidential business information, financial data, employee matters, provider information, strategic organizational initiatives, and sensitive conversations. Professionalism, discretion, honesty, integrity, and sound judgment are essential characteristics for success in this role.
We are looking for someone who doesn't simply manage the clinic, we are looking for someone who will help lead it, continuously improve it, and care about its success as if it were their own.
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
