Practice Administrator

United Way of Greenville County; Burtonsville (MD); Hybrid; USD 85,000 - 120,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with company match

Paid time off

HSA

Life insurance

Job summary

Forever Fit Physical Therapy & Wellness is seeking a Practice Administrator to lead administrative operations, technology, and patient access across a growing multi-site network. This role oversees an admin team, standardizes workflows, and partners with clinic leadership to deliver consistent patient experiences.

The position is hybrid in Maryland, with local travel between 11 locations, and requires strong leadership, systems thinking, and a data-driven mindset to scale operations.

Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, Management, or related field.
• 3–5+ years in healthcare administration, practice management, or operations.
• Experience leading administrative teams; remote teams a plus.
• Strong technology and systems aptitude.
• Experience with multiple software platforms.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills.
• Strong problem-solving and critical-thinking.
• Ability to manage multiple priorities and projects.
• Experience developing standardized processes.

Responsibilities

• Lead and manage the administrative support team.
• Set expectations for performance, productivity, and patient service.
• Coordinate daily administrative support across clinics.
• Provide coaching, training, and accountability.
• Develop schedules and cross-training for operating hours.
• Identify staffing needs as the organization grows.
• Own and optimize administrative systems and tech platforms.
• Maintain consistency of systems across clinics.
• Coordinate updates, integrations, and changes.
• Troubleshoot issues with vendors and support teams.
• Improve efficiency through technology and automation.
• Maintain training resources and SOPs.

Skills

Communication skills

Organizational skills

Project management

Staff leadership

Remote team management

Tech savviness

Multi-platform familiarity

Problem solving

Education

Bachelor's degree in Business Administration/Healthcare Administration/Management

Tools

Prompt

Dialpad

Welcome Ware

Second Door

Job description

Advertised Job Type: Permanent - Full-time regular employment

Work Type: Hybrid

Job Description

Practice Administrator

Forever Fit Physical Therapy & Wellness
Location: Hybrid – Maryland

Travel: Local travel to all 11 Forever Fit locations as needed

Help Lead the Administrative Operations Behind a Growing Healthcare Organization

Forever Fit Physical Therapy & Wellness is looking for an experienced Practice Administrator to oversee the administrative systems, workflows, technology, and virtual support functions that help our clinics operate efficiently.

This is an organization-wide leadership role , not a traditional single-clinic front-office position. You'll oversee our administrative support team, serve as a key owner of administrative technology and processes, and work closely with clinic and organizational leadership to create a consistent, responsive, and efficient experience for our patients and teams.

If you enjoy leading people, improving processes, solving operational challenges, and using technology and data to make an organization run better , we'd love to meet you.

What You'll Do

Lead Our Administrative Support Team

Lead and manage our administrative support team

Establish clear expectations for performance, productivity, responsiveness, and patient service

Coordinate daily administrative support and coverage across clinics

Provide ongoing coaching, training, feedback, and accountability

Develop schedules and cross-training processes to ensure consistent support across operating hours

Identify staffing and coverage needs as the organization evolves

Own & Optimize Administrative Systems

Serve as the primary administrative resource for key technology platforms, including Prompt, Dialpad, Welcome Ware, Second Door , and other administrative systems

Ensure systems, workflows, settings, and access are used consistently across clinics

Coordinate system updates, implementations, integrations, and changes

Troubleshoot issues and work with technology vendors and external support teams

Identify opportunities to improve efficiency through technology and automation

Maintain training resources and documentation for administrative platforms

Improve Patient Access & Communication

Oversee administrative workflows related to patient calls, texts, messages, scheduling, confirmations, cancellations, rescheduling, and waitlists

Establish expectations for timely, professional, and consistent patient communication

Monitor workflows and identify opportunities to improve response times and patient access

Identify administrative issues that may contribute to missed appointments, patient leakage, or scheduling inefficiencies

Partner with clinic leadership to create a consistent administrative experience across Forever Fit locations

Build Better, Scalable Processes

Identify inefficient, repetitive, or inconsistent administrative processes and develop practical solutions

Standardize administrative workflows and procedures across the organization

Develop and maintain SOPs, checklists, training resources, and administrative tools

Identify opportunities to automate repetitive administrative tasks

Lead process improvement initiatives from planning through implementation

Build administrative systems and processes that can scale as Forever Fit continues to grow

Use Data to Drive Performance

Monitor administrative KPIs across clinics and the virtual support team

Track metrics such as call response and abandonment rates, patient response times, scheduling activity, appointment confirmations, task completion, system utilization, and team productivity

Identify trends, performance gaps, and areas requiring additional support

Develop action plans to improve administrative performance

Provide regular reporting and updates to the Director of Operations

Serve as an administrative resource for Clinic Directors and Regional Directors

Help identify and resolve recurring administrative challenges across locations

Support organization-wide administrative initiatives and system changes

Assist with administrative planning and technology implementation for new clinic openings

Coordinate administrative workflows and virtual support for new locations

Collaborate with Operations, HR, Revenue Cycle, Practice Development, and clinical leadership on organization-wide priorities

What We're Looking For

Bachelor's degree in Business Administration, Healthcare Administration, Management, or a related field, or equivalent experience

3–5+ years of experience in healthcare administration, practice management, operations, customer service management, or a related field

Experience managing administrative teams; experience with remote or virtual teams is a plus

Strong technology and systems aptitude

Experience working with multiple software platforms and administrative systems

Strong organizational and project management skills

Excellent communication and interpersonal skills

Strong problem-solving and critical-thinking abilities

Ability to manage multiple priorities and projects simultaneously

Experience developing and implementing standardized processes

Even Better If You Have:

Experience in physical therapy, outpatient healthcare, or a multi-site healthcare organization

Experience managing virtual administrative or call-center teams

Experience with healthcare scheduling and patient communication platforms

Experience with Prompt, Dialpad, Welcome Ware, Second Door, or similar systems

Experience implementing or optimizing administrative technology

Experience developing SOPs and administrative workflows

Experience supporting new clinic openings or organizational expansion

You'll Thrive in This Role If You...

Enjoy developing people and creating accountability

Naturally notice inefficient processes and look for ways to improve them

Are comfortable learning, troubleshooting, and optimizing technology

Can see how people, systems, workflows, and clinic operations connect

Use data to identify problems and guide decisions

Communicate proactively and collaborate well across departments

Can balance big-picture thinking with strong attention to detail

Take ownership and follow projects through to completion

Care about creating an excellent experience for both patients and internal teams

Why Forever Fit?

Forever Fit Physical Therapy & Wellness is continuing to grow, and strong administrative infrastructure is an important part of that growth.

As our Practice Administrator, you'll have the opportunity to make an impact across the organization—not just within one clinic. You'll work closely with leadership, develop a team, improve systems that affect our patients and employees every day, and help create the infrastructure needed to support Forever Fit's continued expansion.

Benefits include:

Health, dental, and vision insurance

401(k) with company match

Paid time off

HSA

Life insurance