Job Description
Job Description
Job Description
Description:
Reports to: Clinic Director / COO
Department: Clinic Operations & Patient Experience
Location: PT Now Kendall
Role Description & Mission
The Office Manager ensures the smooth, compliant, and efficient daily operation of PT Now clinics. This role embodies Purpose-Driven Leadership and Bold Accountability by managing staff, overseeing compliance requirements, and ensuring administrative and operational excellence.
The Office Manager champions growth, profit, and culture — driving clinic performance while building a team environment that reflects PT Now's values.
The mission of this role is to:
- Provide leadership and structure so the clinic team consistently delivers on PT Now's mission: to provide high-quality, accessible rehabilitation services that transform lives.
- Champion clinic growth by supporting patient acquisition, retention, and referral development.
- Drive profitability through operational efficiency, billing accuracy, and resource management.
- Build and sustain a values-driven culture where staff are engaged, accountable, and aligned with PT Now's Core Values.
- Maintain compliance with all regulations, licenses, and internal standards.
- Support financial integrity by ensuring accuracy in billing, payroll reporting, and patient documentation.
- Lead staff in alignment with PT Now's Core Values: Purpose-Driven Leadership, Relentless Integrity, Service Before Self, Bold Accountability, Urgency with Impact.
Key Performance Indicators (KPIs)
- Compliance Accuracy: 100% of licenses, employee files, and documentation current.
- Patient Chart Audit Accuracy: = 95% compliance in demographic and documentation audits.
- Staff Performance: 100% of employees complete annual reviews on time.
- Operational Efficiency: Weekly and monthly reports submitted 100% on time.
- Facility & Equipment Compliance: All logs updated with zero missed maintenance deadlines.
- Patient Experience: = 4.8/5 average satisfaction rating for overall clinic experience.
- Clinic Growth Metrics: Patient volume, new patient acquisition, and referral source development.
- Profitability Indicators: Billing accuracy, collections rate, and operational cost management.
- Culture & Engagement: Staff retention rate and team engagement scores.
Scope of Work
Leadership & Staff Management
- Supervise front desk staff and oversee daily office flow.
- Verify and report payroll hours to accounting.
- Conduct weekly staff meetings and biweekly provider hours reporting to corporate HR.
- Attend Company Trainings, Meetings and Events.
- Manage time-off requests, vacation coverage, and staffing needs.
- Issue write-ups and handle patient complaints professionally.
- Ensure staff are on time, in uniform, and upholding PT Now standards.
- Foster a culture of accountability, recognition, and team excellence.
- Coach and develop Patient Care Coordinators to drive patient engagement and show rates.
Compliance Oversight
- Maintain compliance with HIPAA, AHCA, and all local/state requirements.
- Ensure all employee files are complete and current (applications, ID, background checks, fingerprints, etc.).
- Keep Policies & Procedures manual updated and accessible.
- Track employee annual reviews.
- Ensure all licenses are valid, posted, and filed correctly.
Financial & Administrative
- Verify billing review logs signed by Medical Director and returned.
- Confirm billing is submitted timely/current.
- Submit monthly and weekly reports to leadership.
- Monitor clinic financial performance and identify opportunities to improve profitability.
- Track and report on key growth and revenue metrics.
Patient Documentation & Audits
- Audit charts for complete documentation and accurate billing.
- Ensure insurance eligibility is on file and accurate.
- Support billing integrity through documentation quality control.
Facility & Equipment Management
- Oversee maintenance agreements and ensure equipment is calibrated and cleaned.
- Maintain updated logs for all equipment and facility systems.
Patient & Clinic Experience
- Support a world-class patient experience by ensuring operational smoothness.
- Keep office clean, organized, and professional at all times.
- Champion initiatives that improve patient satisfaction, retention, and referrals.
Growth, Profit & Culture Champion
- Drive growth by supporting marketing initiatives, referral development, and new patient onboarding excellence.
- Protect profit through operational efficiency, accurate billing, and smart resource management.
- Build culture by modeling PT Now's Core Values, celebrating team wins, and creating an environment where staff thrive.
Requirements:
Skills & Competencies
- Leadership: Ability to manage, coach, and hold staff accountable.
- Organization: Skilled at balancing multiple tasks, deadlines, and compliance requirements.
- Communication: Clear, professional communication with staff, patients, and leadership.
- Compliance Knowledge : HIPAA, AHCA, licensing, and medical records requirements.
- Technical Proficiency: EMR software (IKON), Microsoft Office, scheduling systems.
- Problem-Solving: Proactive in identifying and correcting issues in operations or compliance.
- Business Acumen: Understanding of clinic metrics, profitability drivers, and growth strategies.
- Alignment with Core Values in all actions.
Ideal DISC Profile
High S / High C with Moderate D:
- High S: Steady, reliable leadership presence for staff.
- High C: Accuracy and detail focus for compliance and reporting.
- Moderate D: Confidence to enforce accountability and resolve conflicts.
Job Tags
Work at office, Local area