Benefits:
401(k)
Employee discounts
Paid time off
About Us At Clearwater Family Medicine and Allergy, our motto is simple: We listen. We care. We help you feel better and live healthier, starting today!
We're an independent, physician-owned practice with offices in Clearwater and Palm Harbor. We offer primary care and prevention, allergy and asthma care, weight management with GLP-1 medications and health coaching, hormone optimization, chronic disease management, Direct Primary Care memberships, aesthetics, and telemedicine across Florida.
We believe healthcare should be a partnership. Patients should feel known, heard, respected, and empowered to take part in their health. We also know we're a small business, and running it well is what lets us stay independent, invest in our team, and keep serving our community. Great patient care and sound business management go hand in hand.
The Role We're looking for a Practice Administrator / Office Manager who wants to build, not just maintain. You'll report directly to our physician owner and lead operations, staffing, growth, revenue cycle, and quality across both locations.
This is a leadership role with a hands-on heart. When the team is short-staffed or slammed, you jump in.
You'll thrive here if you:
See an empty provider schedule and ask how to fill it
See an inefficient process and improve it
See a staffing need and start recruiting
See a teammate struggling and help
See a recurring problem and fix the system behind it
What You'll Do
Lead Operations Across Both Offices
Oversee daily operations, staffing, patient flow, and scheduling in Clearwater and Palm Harbor
Write and maintain clear policies, procedures, and SOPs
Keep wait times short and processes consistent across locations
Anticipate problems before they become crises
Manage vendors, facilities, supplies, equipment, and new technology rollouts
Be Hands-On When It Counts
Cover front desk, phones, check-in/checkout, scheduling, and payments when needed
Help with referrals, prior authorizations, and medical records
Assist with medical assistant duties, rooming, and allergy injections when trained and qualified
Grow the Practice
Review provider schedules, fill cancellations, and build waitlist processes
Work toward 85% or greater provider schedule utilization
Build full patient panels at both locations and support new provider ramp-up
Track new-patient volume and referral sources, and measure what's working
Build relationships with referring practices and community partners
Help plan and attend marketing and community events, which may include some mornings, evenings, or weekends
Build and Lead the Team
Recruit, hire, onboard, and train staff, and help recruit providers
Manage schedules, attendance, PTO, coverage, and overtime
Set clear expectations, hold regular check-ins, and complete performance reviews
Recognize great work and address performance issues promptly
Model and protect our positive, professional, low-drama culture
Own the Revenue Cycle and Finances
Monitor KPIs, billing, collections, denials, and A/R, and follow issues through to resolution
Oversee billing across insurance, PIP, Direct Primary Care memberships, and self-pay services
Identify revenue leakage and opportunities to reduce expenses
Assist with reconciliation and financial reporting
Coordinate with billing, accounting, credentialing, and prior authorization vendors
Quality, ACO, and Compliance
Coordinate ACO, value-based care, and MIPS workflows, quality measures, and reporting
Manage provider credentialing, recredentialing, and payer enrollment
Maintain HIPAA and OSHA processes and staff training
Patient Experience
Promote a welcoming, responsive experience for every patient
Monitor reviews and feedback, resolve escalated concerns, and fix root causes
How Success Is Measured We'll set clear goals together, including provider schedule utilization, new-patient growth, staffing stability, A/R and collections, and quality performance. One of the biggest measures: you take routine administrative work off the physician owner's plate by solving problems independently and bringing solutions, not just problems. Raises are based on performance and impact, not tenure alone.
What We're Looking For
Required
Medical practice or healthcare management experience
Experience supervising employees and managing performance
Solid understanding of insurance, billing, claims, A/R, and the revenue cycle
Strong computer, spreadsheet, and EHR skills
Excellent written and verbal communication
Strong organization, judgment, and problem-solving skills
Accuracy, discretion, professionalism, and accountability
Willingness to be hands-on and help the team when needed
Flexibility to attend occasional morning, evening, or weekend events
Preferred
3+ years of medical practice management experience
Independent or physician-owned practice experience
Multi-location management experience
ACO, value-based care, MIPS, or quality program experience
Credentialing and payer enrollment experience
Healthcare marketing, referral development, or recruiting experience
athenaOne experience
Direct Primary Care, membership, or self-pay experience
Associate's or bachelor's degree in healthcare administration, business, or a related field
What We Offer
Competitive salary: based on experience
Performance-based raises tied to clear goals
10 days of paid time off (PTO)
10.5 paid holidays
401(k) with a 3% Safe Harbor employer contribution after 1,000 hours or 1 year of service
Paid training on our systems
Weekday schedule with occasional event-based hours
A direct line to the physician owner and real influence over how the practice runs and grows
Ready to Apply? Click Apply and complete the short application. Qualified candidates will be contacted for a phone interview.
Clearwater Family Medicine and Allergy is an equal opportunity employer and a drug- and alcohol-free workplace.