Who We Are
Balanced is a traditional integrated chiropractic, physical therapy and massage clinic. We are transitioning to a premium musculoskeletal health and longevity practice in Charlottesville, Virginia. We combine chiropractic, physical therapy, and advanced diagnostics — including force plate testing, 3D movement analysis, cardiorespiratory assessment, and body composition analysis — to help patients move well, stay strong, and live independently for as long as possible. The goal is to move from musculoskeletal care being a reactive injury cycle based practice to a premium clinic focused on being intentional with our physical health.
We are in an exciting period of transformation, evolving from a traditional outpatient model into something genuinely different: a data-driven, membership-based practice focused on long-term musculoskeletal performance and longevity. This growth requires an exceptional Practice Manager who can hold two things at once — operational excellence and forward-thinking leadership.
The Role
This is a dual-function leadership position. You are both the operational backbone of the clinic — present, accountable, and driving daily performance — and the administrative nerve center that keeps billing, compliance, credentialing, and HR running cleanly behind the scenes. You also play a key role in evaluating and adopting technology that keeps Balanced ahead of the curve, not behind it.
You own the systems, the standards, and the follow-through that make it possible for our clinical team to do their best work — and for our patients to have an exceptional experience every time they walk through the door.
What makes this role different
This is not a back-office role. We need a Practice Manager who is equally comfortable running a morning huddle, coaching a front desk coordinator on patient communication, troubleshooting a billing denial, evaluating an AI scheduling tool, and presenting the week's KPI scorecard to the owner. If you thrive in an environment where no two days are identical and where your impact is visible and measurable, we want to hear from you.
What You Will Own
Daily Clinic Operations
You are the operational anchor of the clinic during patient hours. You ensure that every day runs smoothly — patient flow, staff coordination, scheduling logistics, room readiness, and real-time problem solving. When something goes sideways, you handle it before it becomes a patient experience failure.
Staff Accountability and Culture
You run daily huddles, coach front desk and support staff on performance, reinforce service standards and communication scripts, and hold the team accountable with directness and care. Culture change happens through daily visible behavior — yours and the team's.
Scheduling and Utilization
You own schedule optimization across providers — monitoring for gaps, managing cancellations and waitlists, ensuring care plans are scheduled correctly at the point of recommendation, and driving the utilization that keeps providers productive and patients progressing.
Patient Experience
From the first phone call to the last follow-up message, you own the non-clinical patient journey. You identify friction points, resolve complaints promptly, and build systems that make patients feel guided and cared for rather than processed.
Billing and Revenue Cycle
You own in-house billing end to end — claim submission, accounts receivable management, denial follow-up, and payer correspondence. You protect the clinic's revenue by ensuring accurate, timely billing and by monitoring front-end collections and leakage. You coordinate closely with the owner on financial reporting and AR trends.
Compliance and Credentialing
You maintain provider credentialing across all payers, manage HIPAA compliance protocols, keep policies and procedures current, and ensure the clinic operates within applicable regulatory requirements. You are the person who stays on top of this so the clinical team does not have to.
HR Administration
You coordinate HR functions for a small team — onboarding, employment documentation, policy enforcement, payroll coordination, and staff record maintenance. You understand employment law basics and know when to escalate to outside counsel. You help maintain a workplace where people understand expectations and feel supported.
Technology Adoption and Innovation
You actively evaluate new tools — AI-powered scheduling, automated communication platforms, billing software, documentation workflows, practice analytics — and make informed recommendations on what to implement and what to pass on. You think critically about whether a tool genuinely improves patient experience and staff efficiency before committing to it, and you lead adoption when the decision is made to move forward.
KPI Monitoring and Reporting
You own the operational and financial scorecard: schedule utilization, care plan completion, no-show and cancellation rates, net collection rate, AR aging, denial rates, and patient satisfaction. You report to the owner weekly with data, trends, and proposed corrective actions.
What Success Looks Like
Within 90 days, a successful Practice Manager has:
- Established a daily huddle cadence and operational rhythm the team runs on
- Documented key billing workflows, SOP gaps, and credentialing status across all providers
- Delivered a weekly KPI scorecard to the owner without prompting
- Identified the top 3 operational and revenue cycle friction points with a plan to address them
- Made the clinic feel noticeably more organized, consistent, and professional
Within 6 months, you have measurably improved schedule utilization, net collection rate, care plan completion, and patient experience — and the owner is spending meaningfully less time on operational and administrative firefighting.
Who You Are
The right person for this role
You are an operator and an administrator in equal measure. You can move from coaching a staff member on their patient greeting to auditing an AR aging report to evaluating a new AI phone system — all in the same morning — and you do all of it well. You are not easily overwhelmed by complexity, and you are genuinely energized by building systems that make a high-performing team even better.
You will thrive here if you are:
- Highly proactive — you identify problems before they are pointed out to you
- Physically present and engaged during patient hours — this is a floor role, not a desk role
- Direct and warm — you hold people to high standards without making them feel small
- Genuinely fluent in billing — you understand the revenue cycle and can work it without hand-holding
- Comfortable with technology and excited about what’s coming next — not intimidated by it
- Detail-oriented in the back office and big-picture in the clinic
- Outcome-focused — you measure success by results, not by effort or hours
- Calm under pressure — busy days energize rather than overwhelm you
This role is probably not right for you if you:
- Prefer to work primarily remotely or from a desk without patient-hour floor presence
- Find billing or credentialing work tedious rather than satisfying
- Avoid difficult accountability conversations to protect harmony
- Treat technology adoption as someone else’s job
- Measure your contribution by tasks completed rather than outcomes achieved
Experience and Background
We care more about what you can do than where you have done it. That said, strong candidates typically bring:
- Prior practice management experience in a healthcare, chiropractic, physical therapy, or specialty medical setting
- Demonstrated ownership of in-house billing, AR management, and denial follow-up
- Experience maintaining provider credentialing across multiple payers
- HR administration experience in a small employer setting
- A track record of implementing technology that improved operational efficiency or patient experience
- Comfort with EMR/practice management systems — experience with Jane is a plus but not required
A background that combines strong clinical billing knowledge with genuine interest in operational leadership and technology is the sweet spot for this role.
Your Authority
Accountability without authority is unfair. This role comes with real decision-making power:
- Direct and enforce operational workflows, service standards, and daily clinic rhythm
- Coach and correct staff performance in real time
- Manage billing decisions and payer follow-up independently within established protocols
- Recommend and lead adoption of new technology and workflow improvements
- Own HR documentation, onboarding, and policy enforcement
Major decisions — provider compensation, strategic direction, major capital or technology investments, and hiring or separation of key staff — are made collaboratively with the owner.
Pay: $65,000.00 - $80,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
- Retirement plan
Location:
- Charlottesville, VA 22903 (Preferred)
Work Location: In person
