Practice Manager

Pediatric Associates; Miami Beach (FL); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Pediatric Associates is seeking a dedicated office administrator to lead daily operations, staffing, and front desk activities in a busy medical office. You will coordinate scheduling, onboarding, and training for new hires while ensuring excellent patient service and regulatory compliance.

The role emphasizes managing inventory, equipment, reimbursements, and clinician support to maintain smooth patient flow and high-quality care. CPR certification is required.

Qualifications

• High School Diploma or equivalent.
• Associate or bachelor’s degree desired.
• Two years in a medical office setting preferred.
• Active CPR certification is required.

Responsibilities

• Ensure staffing levels to maintain efficiency of office operations.
• Create weekly employee schedules and delegate responsibilities.
• Coordinate onboarding and training for new hires.
• Oversee patient experience and KPI performance.
• Manage inventory of supplies and medical equipment.
• Monitor vaccine refrigeration and inventory per policy.
• Handle front office operations including scheduling, check-in/out, and billing tasks.

Skills

Staff management

Scheduling

Budget awareness

Customer service

Communication

Education

High School Diploma

Associate or Bachelor's degree desired

Tools

TrackIT

ProcureIT

Concur

IT ServiceNow

Qgenda

Job description

PRIMARY FUNCTIO

Administer, direct and coordinates activities relating to the operation of the medical office including financial key operational performance measures, scheduling, front and clinical operations and staffing, facility maintenance and inventory management, charge posting and other administrative tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIE

This list may not include all the duties that may be assigned.

• Ensure staffing levels to maintain efficiency of office operations. Creates weekly employee schedules and delegates office responsibilities.
• Responsible for creating requisitions in the applicant tracking system for vacant support positions as needed and participating in the hiring process
• Responsible for the coordination of new hire training and onboarding, ensuring all required training and new hire documents are completed.
• Acts as the initial point of escalation for any staff, clinician or patient concern and notifies other key personnel as required.
• Oversees and determines actions to ensure success on practice Key Performance Indicators (KPIs).
• Manages supply inventory and equipment, including, but not limited to
• Completes annual employee evaluations, manages new hires and staff development.
• Promotes Pediatric Associates Core Values and a constructive, productive, and positive work environment.
• Schedules, coordinates, and conducts monthly staff meetings to educate the staff on all new initiatives and policies.
• Actively participates in the evaluation and improvement of the patient care flow and work efficiency.
• Manages all medical equipment and supply inventory appropriately.
• Performs vaccine refrigeration monitoring and reporting.
• Manages vaccine storage and inventory as per regulatory and organizational policy.
• Manage needs of IT support services and technology equipment for office operations.
• Coordinates facility repairs and support services along with routine cleaning maintenance.
• Maintains the clinical area in accordance with AAAHC standards and Pediatric Associates infection control program.
• Manages overall patient experience using AIDET Promotes and provides great customer service to patients and families and supervises that the staff also provides a high-level customer service.
• Demonstrates knowledge and understanding of office budget and goals.
• Manage review bins to ensure efficient processing.
• Manages DME requirements along with regulatory form requirements.
• Maintains clinician scheduling templates.
• Manages all front office operations including patient greeting, appointment scheduling, check-in, check-out, patient tracking, copay collections, patient balances.
• Complete and reconcile all daily reports, including Duplicate Charge Report, Missing Charge Report, Missing Office Visit Report, NP/PA Report, Copay Report, as well as the EDI Report.
• Proficient in the following PA department applications: TrackIT, ProcureIT, Concur, IT ServiceNow, Qgenda.
• Schedules appointments according to office scheduling policies
• Greets patients and visitors in a prompt, courteous and helpful manner.
• Scans, uploads, and distributes chart documents in document manager.
• Manages insurance verification processes from eligibility to practice management entry.
• Manages charge and payment posting.
• Manages effective communication for all staff and clinicians via e-mail and routine meetings.
• Manage Employee Appreciation to budget accordingly.
• Identifies, analyzes, and solves problems.
• Manages efficient patient flow.
• Strives to achieve the goals set by the office budget.
• Makes bank deposits as necessary.
• Adheres to all PA policies and procedures, PA Code of Conduct as well as PA Employee Handbook.
• Performs all other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Exercises supervision over the training, performance and evaluation of the complete office staff including receptionists, medical assistants, scribes, and lab technicians.

QUALIFICATIONS

EDUCATION

• High School Diploma or equivalent.
• Associate or bachelor’s degree desired.

EXPERIENCE:

• Prefer two years of work experience in a medical office setting.
• Knowledge of computer and medical terminology desired.

LICENSURE/CERTIFICATION

• Active CPR certification required.

KNOWLEDGE, SKILLS, AND ABILITIES

INTERPERSONAL AND COMMUNICATION SKILLS:

• Is tactful, diplomatic, cooperative and shares information with others.
• Communicates via e-mail in a timely and effective manner.
• Assists the manager with calls from patients, hospitals, and other doctor’s offices.
• Communicates well with office manager, the local management team and supports all providers and staff.
• Assists managers with customer service issues, i.e.: conflicts/disputes, incidents/accidents.

PROFESSIONALISM:

• Adheres to high ethical behavior.
• Leads by example.
• Upholds Pediatric Associates Core Values

POLICIES AND PROCESSES:

• Acts as compliance liaison enforcing policies and procedures.
• Demonstrates the knowledge and understanding of office budget and goals.
• Understands performance evaluations and corrective action processing.
• Competent to counsel employees as needed.
• Completes all PA University mandatory courses by designated deadlines.
• Ensures Pediatric Associates practices and protocols are in place throughout the office for check-in, check-out, phones, postings, deposits, etc.

• Manages and orders office supplies.

TYPICAL WORKING CONDI TIONS

• Patient-facing
• May rotate working in the office and remote/telework.
• Working in an office environment.
• May require sitting or standing for long periods; also stooping, bending, and stretching for files and supplies.
• Occasionally lifting files, boxes weighing up to 50 pounds.
• Requires manual dexterity sufficient to operate a keyboard, type at 35 wpm, operate calculator, copier, scanner e-mail and such other office equipment as necessary.
• Must be able to communicate clearly.
• It is necessary to view and type on computer screens for long periods and to work in a high-volume environment.

OTHER PHYSICAL REQUIREMENTS

• Vision
• Sense of sound
• Sense of touch