Assistant Practice Manager

CitiMed; City of White Plains (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

CitiMed in White Plains, NY is seeking an Assistant Practice Manager with proven leadership to oversee our medical office. Reporting to the Practice Manager, you will lead staff, coordinate operations across several specialties, and ensure smooth daily workflows.

The role requires 3+ years in a medical practice in a supervisory capacity, strong organizational and communication skills, and familiarity with Workers’ Compensation, No Fault, and lien cases.

Qualifications

• Bachelor’s degree in healthcare management, business management, or business administration.
• 3+ years in a medical practice with supervisory or lead experience.
• Experience with NY Workers Compensation, No Fault, and Lien cases.
• Excellent communication skills with internal stakeholders including executive team members.
• Strong problem solving, project management and self‑regulation skills.
• Proficiency with MS Excel is preferred.

Responsibilities

• Oversee multiple physician specialties and daily office operations.
• Monitor patient flow, staff workload, and service quality.
• Manage staff performance and disciplinary processes.
• Coordinate with billing, scheduling, and HR.
• Prepare regular performance reports and variance analysis.
• Ensure excellent customer service and accurate documentation.

Skills

Leadership

Communication

Project management

Attention to detail

Education

Bachelor's degree in healthcare management

Tools

MS Excel

Job description

CitiMed is a unique medical facility that provides exclusive healthcare amenities to our community. The range of medical and rehabilitative services offered has been specifically selected to treat traumatic injury patients. We provide a variety of health services including diagnostic and rehabilitation. Our vision directs the evolution of our practice, as we strive to improve our services to the community. All CitiMed offices are multilingual and staffed with individuals to make any experience pleasant. You can learn more about us at https://www.citimedny.com/.

CitiMed is growing rapidly and we are looking for many qualifying individuals to be a part of our team! With the support and hard work of all our employees, CitiMed continues to make its way down a successful road. CitiMed maintains a work culture that allows our team members to feel supported and confident in their work. We offer many learning opportunities with room for professional growth.

About the Role

CitiMed is looking for a strong individual that showcases immense leadership skills to manage one of our medical offices. We are looking for an Assistant Practice Manager who has previous experience in an assistant position at a medical office for more than 3 years. The new assistant practice manager must possess outstanding organizational and communication skills. They must be knowledgeable of operational functions and have a strong managerial background. Knowledge of Workers Compensation and No Fault is a plus. We are also looking for someone who can empathize and understand the needs of our staff and patients. Our assistant practice manager would be the lead contact and support of their designated office as a backup to the Practice Manager. They will have to work closely with administration to ensure the goals of CitiMed are met. Reporting to the Practice Manager, this is a critical position to the success of CitiMed.

Responsibilities

• Ability to oversee multiple physician specialties that include but are not limited to physical medicine and rehabilitation, podiatry, orthopedics, pain management, neurosurgery, and neuropsychology.
• Oversees all daily operations within the office and reports any unusual occurrences and problems to the office manager in a timely manner.
• Oversees all office staff and any practice related necessities.
• Monitors patient flow and provider workload to ensure the productivity of staff, quality of care, and patient/provider satisfaction.
• Manages patient satisfaction for the clinic and develops best practices to ensure efficient operations, and professional resolution of complaints or issues that arise.
• Assists in tasks related to hiring, staff development, staff performance in collaboration with management and HR.
• Evaluates employee performance and submits disciplinary action forms when needed.
• Promptly answers and responds to telephone and office emails, screens telephone callers in a pleasant and professional manner; handles calls; takes messages or directs callers to the appropriate person or area.
• Responsible for creating employee work schedules, maintaining patient records, while maintaining a professional workplace.
• Works closely with the billing team to track outstanding payments and resolve any discrepancies efficiently.
• Ensures the completion and finalizes all of the weekly Physical Therapy and Chiropractic visits.
• Ensures exceptional customer service in all patient interactions.
• Oversees the training of the office staff to ensure quality customer service and prompt and accurate completion of all required documentation.
• Reviews and monitors all inventory within the office, such as medical and office supplies.
• Generates a weekly, monthly, and bi-annual statistic report with commentary outlining reasons for variance in data.
• Performs any clerical duty and task that is requested of his or her manager to improve provider productivity, patient care, and efficient office flow.
• Covers all administrative positions including the front desk, patient coordinator, and senior patient coordinator.
• Other duties as required.

Qualifications

• Bachelor’s degree in healthcare management, Business Management, or Business Administration.
• Experience in a medical practice for 3+ years, especially in a supervisory or lead position.
• Experience with NY Workers Compensation, No Fault, and Lien cases.
• Excellent communication skills: ability to establish rapport with internal stakeholders including executive team members.
• Critical thinker that possesses strong problem solving, project management and self‑regulation skills.
• Proficiency with MS Excel is preferred.
• Attention to details, very organized, and ability to adjust priorities based on business needs.

Pay range and compensation package

Hourly Rate/ Salary depends on experience.

Equal Opportunity Statement

CitiMed is committed to diversity and inclusivity in the workplace.