Benefits:

health insurance opt out incentives

401(k) matching

Paid time off

About the Role

We’re hiring a decisive Practice Administrator to manage day-to-day operations of a single-provider podiatry practice and a small, blended on-site/virtual team; scope and support model will be discussed during interviews.

Core Responsibilities (Operations Ownership)

Department Oversight & Leadership

Direct daily operations across Front Office, Clinic/MA support, Scheduling, Insurance Verification/Authorizations, Medical Records, and Surgical & Imaging coordination.

Set department goals, KPIs, and service standards; run daily huddles and weekly ops reviews; ensure cross-coverage and continuity.

Build and maintain SOPs; ensure teams follow standardized workflows and checklists.

Monthly Admin & staff Meetings

Workforce & HR Administration

Recruit, hire, onboard, and train staff; establish role clarity and performance expectations.

Coach and conduct performance reviews, address attendance, conduct, and performance issues promptly.

Build schedules/coverage plans; administer PTO approvals and timekeeping; coordinate with payroll on timecard accuracy.

Patient Access & Experience

Enforce access standards (phone/portal response times, scheduling templates, wait time thresholds).

Oversee check-in/out accuracy, demographics capture, and patient communication scripts.

Monitor cancellations/no-shows and implement reduction strategies.

Clinical Operations Support (non-clinical)

Coordinate imaging and surgical cases end-to-end (pre-op clearances, paperwork, checklists, logs).

Ensure room turnover standards, supply availability, and equipment readiness in partnership with MA/clinic leads.

Compliance, Risk & Safety

Maintain HIPAA/OSHA compliance, training logs, incident reporting, safety rounds, and policy updates.

Execute privacy and access audits; manage release-of-information processes and medical record requests.

Lead emergency preparedness (downtime procedures, closures/alerts, drills).

Systems, Data & Reporting

Administer EHR/Practice Management (Tebra): templates, user permissions, new feature rollouts, downtime protocols.

Produce operational dashboards (access, throughput, cancellations, turnaround times) and monthly summary reports for ownership.

Guard data integrity and documentation standards.

Facilities, Vendors & Inventory

Oversee facilities and equipment maintenance, service tickets, and preventative schedules.

Manage vendor contracts, supply inventory, ordering cycles, and cost controls.

Finance & Revenue Coordination (Admin Liaison — no hands-on billing)

Serve as the primary point of contact with the third-party billing vendor; hold monthly check-ins with clear action logs.

Enforce front-end quality that supports clean claims: demographics, eligibility, referrals/auths, and timely encounter closure.

Reconcile surgery/imaging logs against scheduled services; verify end-of-day cash controls (deposit logs, receipts).

Credentialing & Compliance Logistics

Track provider licensure, DEA, CAQH, and payer revalidations; coordinate updates with the billing/vendor teams.

Monitor payer policy changes and drive necessary workflow updates.

Quality Improvement & Projects

Run targeted audits (registration accuracy, auth compliance, referral capture) and corrective action plans.

Lead practice projects (new services, software upgrades, workflow redesign) with timelines, owners, and measurable outcomes.

Drive change management and staff education to hard-wire improvements.

Minimum Qualifications

2+ years of medical office experience in an outpatient setting.

Proven supervisory/lead experience with frontline clinical/admin teams.

Working knowledge of HIPAA/OSHA and medical office operations.

Proficiency with EHR/Practice Management systems and Microsoft Office/Google Workspace.

Strong, professional communicator with firm follow-through and high attention to detail.

Preferred (not required)

Experience with Tebra Practice Management.

Experience collaborating with a VA (virtual assistant) team.

Podiatry or surgical specialty background.

Demonstrated success implementing SOPs and operational/RCM dashboards.

Work Location

8245 Meadowbridge Rd., Mechanicsville, VA