Assistant Practice Manager

• Assist the Practice Administrator with day-to-day management of practice operations.
• Monitor workflows and identify opportunities to improve efficiency, productivity, and patient satisfaction.
• Serve as an operational resource for providers and staff.
• Assist in implementing policies, procedures, and organizational initiatives.
• Support staffing plans and workflow adjustments to meet patient volume demands.
• Act on behalf of the Practice Administrator during periods of absence as directed.

• Provide oversight and support for scheduling, registration, check-in, check-out, and telephone operations.
• Ensure accurate collection of demographic, insurance, and financial information.
• Assist with complex patient service concerns and service recovery efforts.
• Provide direct front office coverage during staffing shortages or periods of increased patient volume.
• Monitor front office performance and workflow metrics.

• Collaborate with clinical staff to support efficient patient flow and provider schedules.
• Assist with coordination of referrals, diagnostic testing, surgical scheduling, and follow-up care.
• Provide operational support to clinical staff during staffing shortages or high-volume periods.
• Facilitate communication between providers, clinical employees, and administrative teams.
• Maintain awareness of clinical workflows to ensure continuity of operations across departments.

• Assist with insurance verification, referrals, prior authorizations, and payer requirements.
• Support claim follow-up, denial resolution, credit balance reviews, and refund processing.
• Respond to patient insurance and billing inquiries.
• Monitor processes that impact reimbursement and collections.
• Help ensure accurate documentation supporting claim submission and payment.

• Coordinate medical records requests and release of information activities.
• Assist with disability, FMLA, return-to-work, and other patient-related documentation.
• Track documentation deadlines and ensure timely completion.
• Conduct periodic audits of medical records, insurance information, and administrative documentation.
• Maintain compliance with HIPAA and organizational privacy standards.

• Assist with onboarding and training of new employees.
• Provide coaching and guidance to team members.
• Promote teamwork, accountability, and a positive culture.
• Identify opportunities for process improvement and staff development.
• Escalate employee relations and performance concerns to the Practice Administrator.

• Minimum of 3 years of experience in a medical practice leadership or supervisory role.
• Experience in ENT, surgical, or other specialty practice environments preferred.
• Experience with both front office and clinical operations strongly preferred.
• Knowledge of insurance verification, prior authorizations, and revenue cycle processes.
• Experience managing medical records, disability forms, and patient documentation requests.
• Strong organizational, communication, and leadership skills.
• Proficiency with EMR/EHR systems and practice management software.
• Medical Assistant experience or certification preferred but not required.

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