Practice Administrator / Office Manager

CLEARWATER FAMILY MEDICINE AND ALLE; Palm Harbor (FL); On-site; USD 70,000 - 105,000; Full time

Benefits offered by this job

Competitive salary

Performance raises

Paid time off

Paid holidays

401(k) plan

Paid training

Weekday schedule

Direct access to owner

Job summary

Clearwater Family Medicine and Allergy is seeking a Practice Administrator / Office Manager to lead operations across its Clearwater and Palm Harbor offices. You will manage staffing, revenue cycle, and quality initiatives while maintaining an excellent patient experience.

The role requires hands-on leadership, process improvement, and the ability to recruit and develop a team in a physician-owned practice. Competitive salary and benefits offered.

Qualifications

• Healthcare management experience required.
• Experience supervising employees and managing performance.
• Solid understanding of insurance, billing, claims, A/R, and the revenue cycle.
• Strong computer and spreadsheet skills; proficient with EHRs.
• Excellent written and verbal communication skills.

Responsibilities

• Lead operations across Clearwater and Palm Harbor locations.
• Manage staffing, patient flow, and scheduling; write policies and SOPs.
• Oversee revenue cycle, billing, collections, and vendor coordination.
• Recruit, train, and develop staff; manage performance and PTO.
• Ensure HIPAA and OSHA compliance and maintain a patient-focused experience.

Skills

Healthcare management

Staff supervision

Billing / revenue cycle

EHR proficiency

Communication

Education

Bachelor's degree in healthcare administration

Tools

athenaOne

Job description

Benefits:

• 401(k)
• Employee discounts
• Paid time off

About Us

At Clearwater Family Medicine and Allergy, our motto is simple: We listen. We care. We help you feel better and live healthier, starting today!

We're an independent, physician-owned practice with offices in Clearwater and Palm Harbor. We offer primary care and prevention, allergy and asthma care, weight management with GLP-1 medications and health coaching, hormone optimization, chronic disease management, Direct Primary Care memberships, aesthetics, and telemedicine across Florida.

We believe healthcare should be a partnership. Patients should feel known, heard, respected, and empowered to take part in their health. We also know we're a small business, and running it well is what lets us stay independent, invest in our team, and keep serving our community. Great patient care and sound business management go hand in hand.

The Role

We're looking for a Practice Administrator / Office Manager who wants to build, not just maintain. You'll report directly to our physician owner and lead operations, staffing, growth, revenue cycle, and quality across both locations.

This is a leadership role with a hands-on heart. When the team is short-staffed or slammed, you jump in.

You'll thrive here if you:

• See an empty provider schedule and ask how to fill it
• See an inefficient process and improve it
• See a staffing need and start recruiting
• See a teammate struggling and help
• See a recurring problem and fix the system behind it

What You’ll Do

Lead Operations Across Both Offices

• Oversee daily operations, staffing, patient flow, and scheduling in Clearwater and Palm Harbor
• Write and maintain clear policies, procedures, and SOPs
• Keep wait times short and processes consistent across locations
• Anticipate problems before they become crises
• Manage vendors, facilities, supplies, equipment, and new technology rollouts

Be Hands-On When It Counts

• Cover front desk, phones, check-in/checkout, scheduling, and payments when needed
• Help with referrals, prior authorizations, and medical records
• Assist with medical assistant duties, rooming, and allergy injections when trained and qualified

Grow the Practice

• Review provider schedules, fill cancellations, and build waitlist processes
• Work toward 85% or greater provider schedule utilization
• Build full patient panels at both locations and support new provider ramp-up
• Track new-patient volume and referral sources, and measure what's working
• Build relationships with referring practices and community partners
• Help plan and attend marketing and community events, which may include some mornings, evenings, or weekends

Build and Lead the Team

• Recruit, hire, onboard, and train staff, and help recruit providers
• Manage schedules, attendance, PTO, coverage, and overtime
• Set clear expectations, hold regular check-ins, and complete performance reviews
• Recognize great work and address performance issues promptly
• Model and protect our positive, professional, low-drama culture

Own the Revenue Cycle and Finances

• Monitor KPIs, billing, collections, denials, and A/R, and follow issues through to resolution
• Oversee billing across insurance, PIP, Direct Primary Care memberships, and self-pay services
• Identify revenue leakage and opportunities to reduce expenses
• Assist with reconciliation and financial reporting
• Coordinate with billing, accounting, credentialing, and prior authorization vendors

Quality, ACO, and Compliance

• Coordinate ACO, value-based care, and MIPS workflows, quality measures, and reporting
• Manage provider credentialing, recredentialing, and payer enrollment
• Maintain HIPAA and OSHA processes and staff training

Patient Experience

• Promote a welcoming, responsive experience for every patient
• Monitor reviews and feedback, resolve escalated concerns, and fix root causes

How Success Is Measured

We'll set clear goals together, including provider schedule utilization, new-patient growth, staffing stability, A/R and collections, and quality performance. One of the biggest measures: you take routine administrative work off the physician owner's plate by solving problems independently and bringing solutions, not just problems. Raises are based on performance and impact, not tenure alone.

What We’re Looking For

Required

• Medical practice or healthcare management experience
• Experience supervising employees and managing performance
• Solid understanding of insurance, billing, claims, A/R, and the revenue cycle
• Strong computer, spreadsheet, and EHR skills
• Excellent written and verbal communication
• Strong organization, judgment, and problem-solving skills
• Accuracy, discretion, professionalism, and accountability
• Willingness to be hands-on and help the team when needed
• Flexibility to attend occasional morning, evening, or weekend events

Preferred

• 3+ years of medical practice management experience
• Independent or physician-owned practice experience
• Multi-location management experience
• ACO, value-based care, MIPS, or quality program experience
• Credentialing and payer enrollment experience
• Healthcare marketing, referral development, or recruiting experience
• athenaOne experience
• Direct Primary Care, membership, or self-pay experience
• Associate's or bachelor's degree in healthcare administration, business, or a related field

What We Offer

• Competitive salary: based on experience
• Performance-based raises tied to clear goals
• 10 days of paid time off (PTO)
• 10.5 paid holidays
• 401(k) with a 3% Safe Harbor employer contribution after 1,000 hours or 1 year of service
• Paid training on our systems
• Weekday schedule with occasional event-based hours
• A direct line to the physician owner and real influence over how the practice runs and grows

Clearwater Family Medicine and Allergy is an equal opportunity employer and a drug- and alcohol-free workplace.