Practice Manager

Key Responsibilities and Duties

1. Clinic Operations Management

• Ensure the efficient day-to-day operation of the clinics, including overseeing scheduling, staffing, and workflows.
• Ensure that clinics meet financial and operational KPI’s
• Collaborate with clinical leadership to monitor clinic performance and implement strategies for continuous improvement.
• Assist with coordinating and managing medical equipment, ensuring timely maintenance, and ensuring that equipment meets regulatory standards.
• Oversee the ordering of medical supplies and ensure adequate inventory management.
• Ensure compliance with federal, state, and clinic-specific regulations (OSHA, CMS, etc.).

2. Administrative and Team Management

• Supervise and provide leadership to clinic staff, including assisting with recruitment, training and development, performance evaluations, and corrective action when necessary.
• Maintain accurate employee records, including timecards and time-off approvals/denials.
• Ensure adherence to clinic policies and procedures and foster a collaborative and supportive team environment.
• Conduct regular staff meetings, including staff development and training presentations.

3. Quality Assurance and Compliance

• Ensure that all clinics meet compliance standards, with a focus on patient care, safety, and regulatory requirements.
• Actively participate in leadership and committee meetings, contributing to decisions that impact clinic operations.

4. Technology and Data Management

• Monitor and manage clinic-specific data systems including Paycom, EPIC, MyChart, and other clinical software applications.
• Maintain up-to-date knowledge of medical technologies and software to improve clinic operations and patient care.

5. Travel and Flexibility

• May require occasional travel between clinic locations and to off-site meetings.
• Ability to adjust work hours, including occasional evening or weekend shifts, to meet operational needs.

Physical and Mental Requirements

• Ability to perform administrative tasks in an office environment, including prolonged use of a computer and telephone.
• Occasional physical activity, including walking, bending, standing, and light lifting (up to 50 lbs.).
• Ability to respond to medical emergencies, including lifting and assisting patients as needed.
• Comfortable working in fast-paced, sometimes noisy, and high-pressure environments.
• Occasional local travel between clinic sites, requiring a valid driver’s license and insurance.

This position provides the opportunity to manage and enhance the operations of a healthcare clinic while ensuring a collaborative environment that delivers quality patient care. The Clinic Practice Manager will play an integral role in the success of WFM’s mission and the overall goals of the organization.

Note: Other duties may be assigned as needed by the clinic leadership team.

Location: Clinic Site

Reports to: Director of Clinical Services and/or Director of Business Services

Position Type: Exempt

Job Summary: The Practice Manager is responsible for overseeing the daily operations of 1-2 healthcare clinics within Waco Family Medicine. This role focuses on administrative and managerial duties, ensuring the clinics run efficiently, provide high-quality service, and comply with relevant regulations. The Practice Manager will collaborate with the clinic leadership team to manage staff, improve processes, and achieve operational goals.

Qualifications

Education and Experience

• High School Diploma or equivalent required
• Associate’s degree or higher from an accredited institution (preferred in healthcare administration, business management, or related field).
• 3-5 years of relevant experience in healthcare practice management, with at least 2 years in a leadership role.
• Skills:
• Strong leadership and team management abilities.
• Excellent organizational, communication, and problem-solving skills.
• Proficiency with electronic health record systems (e.g., EPIC) and other healthcare technologies.
• Knowledge of healthcare regulations, including OSHA and CMS standards.
• Ability to handle complex administrative tasks efficiently.
• Proficiency in practice management software and office tools (e.g. Microsoft Office, scheduling systems)