Virtual Practice and Operations Manager
About the Role
We are seeking an experienced, proactive Virtual Practice & Operations Manager to oversee daily operations across our two co-located practices in Troy, Michigan: Rose MD Health (insurance-based Internal Medicine using athenaOne) and Rose MD Aesthetics (cash-pay using Boulevard).
Both practices share the same physical office, provider team, and administrative staff. Because Athena and Boulevard do not sync automatically, a core responsibility of this role is serving as the operational bridge between both platforms—ensuring seamless scheduling, cross-system coordination, and spotless daily workflows.
This is an operational leadership and accountability position, designed to remove administrative friction from our physicians. You will manage daily clinic workflows, hold staff and third-party vendors accountable, conduct end-of-day encounter scrubbing, track billing/credentialing metrics, and provide executive-level reporting. (Note: You will NOT handle hands-on billing submissions or credentialing filings, as we utilize dedicated external billing and credentialing agencies).
Requirements
Key Responsibilities
1. Dual-Practice Operational & Schedule Oversight
- Monitor, align, and balance daily appointment schedules across both athenaOne and Boulevard.
- Proactively manage provider calendars to minimize cancellations, optimize appointment flow, and fill open slots across both practices.
- Provide remote operational oversight for 10–15 in-house staff members across front-desk, medical assisting, and administrative functions.
2. athenaOne Reporting & Clinical Workflow Management
- Generate, review, and analyze clinical, operational, and financial reports directly within athenaOne.
- Identify operational bottlenecks, track key performance indicators (KPIs), and recommend actionable workflow improvements.
- Coordinate with in-house staff on quality campaigns (HEDIS/MIPS-type measures) to ensure care gaps are closed.
3. End-of-Day Encounter Scrubbing
- Perform end-of-day audits on all clinical encounters across practices.
- Verify and enter CPT/ICD-10 procedure codes provided or confirmed by physicians.
- Flag missing documentation, unclosed charts, or incomplete charges before claims are processed (no independent coding required).
4. Vendor, Billing & Credentialing Oversight
- Pull A/R and claim denial reports from Athena, track denial lists, and conduct structured follow-ups with our external billing company.
- Track credentialing milestones and re-credentialing deadlines with our external credentialing agency.
- Oversee aesthetics vendor communications, monitor clinical supply inventory thresholds, and prepare purchase orders (POs) for executive approval.
5. Staff Administration & Communication
- Maintain staff shift schedules, monitor attendance, track timecards, and gather bi-weekly payroll data for executive submission.
- Approve routine PTO requests and deliver ongoing physician feedback to staff.
- Submit a concise End-of-Day Summary (completed items, open items, blockers) and compile a Weekly Operations Report for the Medical Director.
Must-Have Qualifications (Day-One Non-Negotiables)
- Healthcare Management Experience: 2–3+ years as a Medical Office Manager or Healthcare Operations Manager covering operations, financial reporting, and A/R oversight. (General office/supervisory experience alone will not qualify).
- Recent athenaOne Expertise: Minimum 1+ year of direct, recent hands-on experience using athenaOne, specifically generating/analyzing reports and managing/scrubbing encounters.
- Revenue Cycle & Credentialing Literacy: Working knowledge of medical billing, CPT/ICD-10 coding workflows, claims denials, and credentialing timelines to effectively manage external vendor performance.
- Remote Staff Leadership: Proven track record leading clinical or administrative staff remotely with flawless written and verbal English communication.
- Schedule Availability: Full-time availability Monday through Friday, fully aligned with US Eastern Time (ET) clinic hours.
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