Practice Manager / Chief of Staff

Key Responsibilities

Practice Operations & Administration

• Oversee all daily office operations to ensure smooth, efficient patient flow
• Manage scheduling systems for both in-person and telehealth appointments
• Develop, implement, and continuously improve operational workflows and SOPs
• Handle vendor relationships, supply chain management, and equipment maintenance
• Ensure compliance with HIPAA, OSHA, and all healthcare regulations
• Manage practice budgets, track expenses, and report on financial performance

Patient Experience & Front-Line Care

• Serve as the first point of contact for patients—greeting, checking in, and ensuring excellent service
• Address patient concerns, resolve complaints, and maintain high satisfaction scores
• Coordinate patient communications including appointment reminders, follow-ups, and educational materials
• Support clinical staff during procedures as needed (e.g., oral immunotherapy monitoring)
• Manage insurance verification, prior authorizations, and billing inquiries

Clinical Training & Staff Oversight

• Recruit, onboard, and train new clinical and administrative staff
• Develop and implement staff training programs for clinical protocols and technology systems
• Conduct performance reviews and provide ongoing coaching and feedback
• Manage staff scheduling, PTO requests, and coverage planning
• Ensure all team members maintain required certifications and licensures

Marketing & Growth Initiatives

• Collaborate on marketing strategies to grow patient volume and brand awareness
• Coordinate social media content, patient testimonials, and community outreach
• Manage online reputation including reviews on Google, Yelp, and healthcare platforms
• Plan and execute patient education events, webinars, and community partnerships
• Track marketing ROI and patient acquisition metrics

Business Development & Strategic Partnerships

• Identify and pursue partnership opportunities with insurance networks, employers, and healthcare systems
• Support contract negotiations with payers, vendors, and service providers
• Research and evaluate new business opportunities, technology solutions, and service lines
• Prepare business proposals, presentations, and due diligence materials
• Represent the practice at industry conferences and networking events

Contractor & Vendor Management

• Manage relationships with independent contractors including locum physicians and specialists
• Oversee vendor contracts for medical supplies, technology systems, and office services
• Coordinate with IT contractors for EHR maintenance, smart device integrations, and cybersecurity
• Ensure all contractor agreements are properly documented and compliant