Practice Administrator

Well & You; Jacksonville, Northern (FL, KY); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Paid holidays (7)

PTO & sick days

401(k) match

Disability & Life Insurance

Job summary

Well & You is seeking a Lead Operations/Practice Manager to oversee administrative, operational, payroll, and strategic management of a growing medical practice and ASC. You will work closely with physicians and executive leadership to drive performance, build systems, and ensure patient care excellence.

You will lead HR, vendor management, technology, and facilities, implement scalable processes, and measure outcomes to support sustainable growth in a patient-centered environment.

Qualifications

• Bachelor's degree in Healthcare Administration or related field.
• Proven experience leading multidisciplinary healthcare teams.
• Strong data analysis and reporting skills.
• Experience with EMR and healthcare operations.

Responsibilities

• Lead recruitment and onboarding for operational and clinical staff.
• Oversee payroll, HR administration, and performance management.
• Manage vendor relationships and procurement processes.
• Develop and monitor operational metrics and dashboards.
• Coordinate marketing operations and patient experience initiatives.

Skills

Healthcare operations

Leadership

Data analysis

Vendor management

Education

Bachelor's degree in Healthcare Administration

Tools

EMR systems

Google Workspace

Excel

Job description

Lead Operations at a Fast Growing Surgical Center & Healthcare Brand

Join our patient-centered healthcare team as Practice Manager and take on overall responsibility for the administrative, operational, bookkeeping, and strategic management of the medical practice and ASC. This is a key leadership role ensuring the organization operates efficiently, employees are supported and held accountable, facilities and technology remain operational, and administrative processes support exceptional patient care — spanning recruitment and retention, employee administration, vendor management, operational reporting, marketing operations, records management, technology, and facility management.

What sets this opportunity apart?

Our outpatient setting is designed to support a more predictable, balanced schedule while providing meaningful patient care and leading a growing healthcare organization — with no weekends or major holidays, and the opportunity to be home with family on evenings, weekends, and holidays. This is a hands‑on leadership position: you’ll be expected not only to identify opportunities and develop solutions, but also to take ownership of implementation, follow through to completion, and measure results.

Why This Role is an Opportunity

• Enjoy predictable outpatient hours and flexible scheduling, with no weekends or major holidays.
• Have a meaningful impact by building systems, developing teams, improving operations, and helping shape Well&You’s continued growth.
• Lead a broad, cross‑functional scope spanning HR, vendor management, data analysis, marketing operations, technology, and facilities.
• Work directly with physicians, clinical leadership, and executive leadership on organization‑wide priorities.
• Be part of a growing organization that values consistency, accountability, innovation, and a supportive, team‑oriented culture.

Duties/Responsibilities

Team Recruitment, Development & Retention

• Lead recruitment efforts for operational and clinical staff in collaboration with department leaders.
• Coordinate interviewing, candidate selection, hiring, onboarding, orientation, and training processes.
• Develop and maintain effective onboarding processes that prepare new employees for success.
• Facilitate employee development, engagement, and retention initiatives.
• Oversee employee timekeeping and payroll processes and ensure information is complete and accurate prior to payroll submission.
• Track PTO and other time‑off requests and maintain accurate documentation.
• Maintain employee records and required administrative documentation.
• Ensure employees follow applicable Well&You policies, procedures, and organizational expectations.
• Evaluate productivity and performance of operational staff in collaboration with department heads.
• Assist leaders with employee coaching, performance improvement, and accountability.
• Identify staffing needs and proactively develop solutions to maintain appropriate operational coverage.
• Promote a culture of accountability, teamwork, communication, consistency, and high performance.
• Manage relationships with operational vendors and service providers.
• Identify, evaluate, and onboard new vendors as needed.
• Serve as a primary point of contact for operational vendor communication and issue resolution.
• Order and maintain appropriate levels of non‑clinical supplies and equipment.
• Monitor purchasing practices to reduce unnecessary expenses and prevent supply shortages.
• Review vendor performance, pricing, service quality, and contractual expectations.
• Coordinate accounts payable activities related to operational expenses, including appropriate documentation, invoice review, and routing for approval/payment.
• Identify opportunities to improve vendor performance and operational cost efficiency.

Operations & Data Analysis

• Build, maintain, and optimize operational reports using the EMR, Google Workspace, Excel, and other reporting platforms.
• Establish meaningful operational metrics and use data to evaluate performance and identify opportunities for improvement.
• Track inbound and outbound patient encounters, including phone calls, voicemails, text messages, and other communication channels.
• Analyze communication volume, response times, missed opportunities, and workflow effectiveness.
• Identify operational bottlenecks and implement practical solutions to improve efficiency and patient experience.
• Monitor patient flow, scheduling, staffing, productivity, and other operational indicators.
• Assist the financial and revenue cycle teams with collecting operational data related to aging balances, cost estimates, billed codes, collected codes, and other applicable metrics.
• Develop spreadsheets, dashboards, and reporting tools that provide leadership with clear visibility into operational performance.
• Translate operational data into actionable recommendations.
• Monitor implemented changes to determine whether they produce measurable improvement.

Marketing & Patient Experience Operations

• Coordinate patient‑centered marketing and engagement initiatives.
• Develop and manage processes for collecting patient testimonials and Google reviews.
• Identify opportunities throughout the patient journey to improve education, communication, and engagement.
• Lead the development, implementation, and optimization of patient educational materials throughout the Well&You experience.
• Coordinate educational, networking, and social events for external providers, community partners, patients, and team members.
• Serve as a liaison between providers, clinical staff, vendors, leadership, and marketing resources regarding organizational marketing goals.
• Ensure operational teams understand and support relevant marketing and patient‑experience initiatives.
• Collaborate with leadership to maintain consistency in the Well&You brand and patient experience.

Medical Records & Records Maintenance

• Oversee and coordinate patient medical record requests through Healow, printed copies, discs, and other approved methods.
• Process medical record requests from patients, physicians, attorneys, and other authorized parties.
• Direct insurance‑related medical record requests to the appropriate billing or revenue cycle team for processing.
• Ensure requests are completed accurately, securely, and within applicable timelines.
• Maintain facility, administrative, and practice records in accordance with regulatory and operational requirements.
• Ensure patient information is handled in accordance with HIPAA and Well&You privacy and security policies.
• Develop and maintain organized systems for record storage, retrieval, and retention.
• Research and evaluate operational technology, software, hardware, and systems that could improve efficiency, communication, or patient experience.
• Make recommendations to leadership regarding technology investments and improvements.
• Coordinate the setup, implementation, optimization, maintenance, and repair of office technology.
• Manage operational technology systems, including phones, voicemail, PerfectServe, computers, printers, and related platforms.
• Coordinate with outside IT vendors and technology support resources when necessary.
• Troubleshoot basic operational technology issues and ensure unresolved problems are appropriately escalated.
• Coordinate employee access to applicable technology systems during onboarding and offboarding.
• Identify opportunities to automate or streamline manual processes.
• Assist with training employees on new technology and operational systems.

Facility Management

• Oversee the day‑to‑day operational readiness and appearance of Well&You facilities.
• Coordinate facility maintenance, repairs, enhancements, and improvement projects.
• Identify facility issues and ensure they are resolved promptly.
• Manage relationships with cleaning crews and other facility service providers.
• Monitor facility cleanliness, organization, appearance, and functionality.
• Coordinate building access, security, and applicable facility systems.
• Ensure environmental and facility‑related requirements are maintained.
• Work collaboratively with clinical leadership to ensure facilities remain safe, functional, professional, and patient‑ready.
• Proactively identify facility needs and develop solutions before they interfere with operations or patient care.

Leadership & Operational Execution

• Serve as a key operational resource for leadership, providers, department heads, and employees.
• Translate organizational goals into practical workflows, responsibilities, and measurable outcomes.
• Establish clear expectations and accountability for operational initiatives.
• Identify problems, determine root causes, develop solutions, and oversee implementation.
• Follow initiatives and problems through to completion rather than allowing unresolved issues to remain open.
• Develop standard operating procedures, workflows, checklists, and other systems that create consistency.
• Identify opportunities to improve productivity, efficiency, communication, and patient experience.
• Manage multiple projects and competing priorities while maintaining appropriate follow‑up.
• Communicate operational updates, risks, challenges, and recommendations clearly to leadership.
• Support the continued expansion and growth of Well&You by helping develop scalable operational processes.
• Perform other duties and responsibilities as assigned based on organizational needs.

Required Skills/Abilities

• Demonstrated experience managing healthcare practice operations and practice management systems.
• Proven leadership experience with a track record of taking ownership of outcomes, establishing clear expectations, and building a culture of accountability and high performance.
• Experience leading multidisciplinary teams and motivating employees toward shared operational and patient‑care goals.
• Strong understanding of healthcare practice workflows, including patient flow, scheduling, staffing, employee management, and operational efficiency.
• Experience administering an outpatient healthcare practice, ambulatory clinic, specialty practice, ASC, or other non-hospital healthcare environment strongly preferred.
• Proven ability to implement systems, improve workflows, and drive operational execution across multiple areas of an organization.
• Strong understanding of healthcare administrative and operational requirements.
• Exceptional verbal and written communication skills, with the ability to communicate both high‑level organizational goals and detailed execution requirements.
• Ability to effectively communicate with physicians, clinical staff, administrative employees, vendors, patients, and executive leadership.
• Experience using and optimizing EMR systems, spreadsheets, operational dashboards, Google Workspace, and communication platforms.
• Advanced proficiency with spreadsheets and the ability to organize, analyze, and present operational data.
• Strong analytical skills with the ability to identify trends and translate data into actionable improvements.
• Ability to create structure, improve processes, and bring organization to complex or evolving operations.
• Strong curiosity about technology and demonstrated willingness to evaluate and implement new systems.
• Excellent problem‑solving, critical‑thinking, organizational, and decision‑making skills.
• Ability to identify operational challenges, determine root causes, and implement practical solutions.
• Ability to independently manage responsibilities while effectively leading and collaborating with individuals across different roles and departments.
• Strong project‑management and follow‑through skills.
• Ability to manage competing priorities and deadlines in a fast‑moving organization.
• Demonstrated ability to take an initiative from identification and planning through implementation and completion.
• Comfortable working in a growing organization where processes and responsibilities may continue to evolve.
• High level of discretion when handling confidential employee, patient, financial, and organizational information.

Education and Experience

• Bachelor’s degree in Healthcare Administration, Business Administration, Health Services Administration, or a related field required.
• Relevant advanced education, professional certification, or healthcare management training preferred.

Core Values

Well&You has a distinct, clear, and strong culture. We are looking for candidates who embody the following traits and values that are essential to both individual and organizational success:

• Accountability: Takes ownership of responsibilities, decisions, and outcomes and ensures work is completed accurately and on time.
• Clarity: Communicates information, expectations, responsibilities, and priorities clearly and concisely.
• Conscientiousness: Possesses an internal drive to complete responsibilities thoroughly, accurately, and exceptionally.
• Doer & Builder: Thrives by rolling up their sleeves, solving problems, creating systems, and executing alongside the team.
• Effective Communication: Communicates effectively and professionally across all levels of the organization.
• Empathy: Understands the perspectives and needs of others and uses that understanding to build meaningful relationships.
• Finish What You Start: Takes ownership of problems and initiatives through resolution and does not consider the work complete until the desired outcome has been achieved.
• Growth‑Oriented: Thrives in a fast‑moving environment where progress, excellence, learning, and efficiency matter.
• Hard Work: Is driven, diligent, and willing to put forth the effort required to achieve excellence.
• Humility: Remains open to feedback and learning, recognizes the contributions of others, and prioritizes team success.
• Integrity: Upholds strong moral and ethical principles and demonstrates honesty in decisions and interactions.
• Open‑Mindedness: Welcomes new ideas, different perspectives, innovation, and opportunities to improve.
• Reliability: Consistently follows through on commitments and can be counted on by leadership and the team.
• Respect: Treats patients, colleagues, providers, vendors, and other stakeholders professionally and courteously.
• Teamwork: Collaborates effectively with others and prioritizes organizational and team goals.
• Transparency: Communicates openly about progress, problems, decisions, and outcomes to promote accountability and trust.
• Trust: Builds and maintains strong relationships through consistency, dependability, honesty, and follow‑through.
• Predictable outpatient hours and flexible scheduling when possible
• Seven paid holidays
• Two weeks of PTO and three sick days
• 401(k) eligibility after one year of employment, with up to a 4% match
• Short‑Term Disability, Long‑Term Disability, Life Insurance, and Accident Insurance
• The opportunity to have a meaningful impact by building systems, developing teams, improving operations, and helping shape the continued growth of Well&You