Assistant Medical Practice Manager

Reports To: Medical Practice Manager / Practice Owner
FLSA Status: Non-Exempt

Job Summary

The Assistant Medical Practice Manager plays a key role in the daily operations of a primary care practice. This position focuses heavily on front office management, patient experience, payer relations, and operational and financial oversight. The Assistant Manager works closely with the Practice Manager and clinical leadership to ensure efficient workflows, regulatory compliance, financial accountability, and high-quality patient-centered care.

Key Responsibilities

Front Office Management & Staff Oversight

• Directly supervise front office staff, including scheduling, check-in/check-out, phone management, and patient communications
• Ensure accurate appointment scheduling and optimal patient flow
• Assist with hiring, onboarding, training, and ongoing performance management of front office personnel
• Reinforce office policies, professionalism, attendance expectations, and customer service standards
• Address performance issues and assist with corrective actions as needed

Patient Experience & Concern Resolution

• Serve as a point of contact for patient concerns, complaints, and service recovery
• Address patient issues promptly, professionally, and in alignment with practice policies
• Promote a positive, respectful, and patient-centered culture throughout the practice

Credentialing & Insurance Contracting

• Manage provider credentialing and recredentialing with insurance payers, hospitals, and applicable entities
• Maintain accurate credentialing records and monitor expiration dates and deadlines
• Assist with payer enrollment, contracting, and fee schedule maintenance
• Serve as a liaison between the practice and insurance companies as needed

Financial Oversight & Administrative Support

• Assist with monitoring practice financial performance, including productivity, collections, and front office revenue-related processes
• Support oversight of billing workflows, insurance verification, referrals, and prior authorizations
• Assist with budgeting, expense tracking, and financial reporting
• Identify opportunities to improve efficiency, reduce errors, and enhance revenue cycle performance

Data Management & Reporting (Excel-Focused)

• Develop and maintain spreadsheets and reports using Microsoft Excel
• Track key metrics such as scheduling utilization, front office performance, payer data, and operational trends
• Analyze data to support decision-making and operational improvements
• Maintain organized, accurate administrative and financial records

Compliance & Operations

• Ensure compliance with HIPAA, OSHA, CLIA, and other applicable healthcare regulations
• Support audits, policy updates, and internal quality improvement initiatives
• Assist with inventory management and ordering of office and medical supplies

Qualifications

Education & Experience:

• High school diploma required; associate or bachelor's degree preferred
• 3+ years of experience in a primary care or outpatient medical practice
• Prior supervisory or leadership experience required
• Experience with credentialing and insurance contracting strongly preferred

Skills & Abilities:

• Strong leadership and team-management skills
• Excellent communication and conflict-resolution abilities
• Solid understanding of primary care workflows and front office operations
• Proficiency in Microsoft Excel (creating spreadsheets, formulas, reports, tracking data)
• Experience with EHR/EMR systems and practice management software
• Strong organizational skills with attention to detail
• Ability to manage multiple priorities in a fast-paced environment

Core Competencies

• Patient-centered leadership
• Accountability and professionalism
• Financial awareness
• Problem-solving and decision-making
• Team collaboration and adaptability