Assistant Practice Manager

Position Summary
The Assistant Practice Manager supports the Practice Administrator in the daily operations of a fast-paced, growing, ENT practice. This position serves as a hands-on operational leader responsible for supporting front office, clinical, administrative, and revenue cycle functions to ensure efficient workflows, exceptional patient experiences, and strong financial performance.
The Assistant Practice Manager provides leadership and operational support across departments and is expected to function as a working manager who can step into front office, clinical coordination, scheduling, insurance verification, medical records management, and patient service functions as needed. This role serves as a trusted resource for providers, employees, and patients while helping drive operational excellence and accountability throughout the practice.

Key Responsibility Areas
Practice Operations

• 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.

Front Office Leadership

• 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.

Clinical Operations Support

• 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.

Revenue Cycle & Insurance Support

• 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.

Medical Records & Disability Administration

• 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.

Staff Development & Training

• 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.

Preferred Qualifications

• 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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