Virtual Practice and Operations Manager
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Job Description
Virtual Operations Manager bridging athenaOne and Boulevard workflows for two Michigan medical practices. Overseeing staff, encounters, vendors, billing metrics, and executive reporting remotely.
Responsibilities:
- Monitor, align, and balance daily appointment schedules across athenaOne and Boulevard
- Manage provider calendars to minimize cancellations, optimize appointment flow, and fill open slots
- Provide remote operational oversight for 10–15 in-house staff across front-desk, medical assisting, and administrative functions
- Generate, review, and analyze clinical, operational, and financial reports in athenaOne
- Identify operational bottlenecks, track KPIs, and recommend workflow improvements
- Coordinate quality campaigns to ensure care gaps are closed
- Perform end-of-day audits on all clinical encounters
- Verify and enter CPT/ICD-10 procedure codes provided or confirmed by physicians
- Flag missing documentation, unclosed charts, and incomplete charges before claims are processed
- Pull A/R and claim denial reports, track denial lists, and follow up with the external billing company
- Track credentialing milestones and re-credentialing deadlines with the external credentialing agency
- Oversee aesthetics vendor communications and monitor clinical supply inventory thresholds
- Prepare purchase orders for executive approval
- Maintain staff shift schedules, monitor attendance, track timecards, and gather bi-weekly payroll data
- Approve routine PTO requests and deliver physician feedback to staff
- Submit an End-of-Day Summary and compile a Weekly Operations Report for the Medical Director
- Serve as the operational bridge between Rose MD Health and Rose MD Aesthetics
Requirements:
- 2–3+ years as a Medical Office Manager or Healthcare Operations Manager covering operations, financial reporting, and A/R oversight
- Minimum 1+ year of direct, recent hands-on experience using athenaOne, specifically generating/analyzing reports and managing/scrubbing encounters
- Working knowledge of medical billing, CPT/ICD-10 coding workflows, claims denials, and credentialing timelines
- Proven track record leading clinical or administrative staff remotely
- Flawless written and verbal English communication
- Full-time availability Monday through Friday, fully aligned with US Eastern Time (ET) clinic hours
- Experience with athenaOne and Boulevard
- Ability to monitor and coordinate schedules across both platforms
- Ability to oversee remote operations for 10–15 in-house staff
- Ability to conduct end-of-day encounter audits and verify/enter physician-provided CPT/ICD-10 codes
- Ability to track billing, credentialing, staff attendance, timecards, PTO, and payroll data
- Ability to oversee vendor communications, inventory thresholds, and purchase orders
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