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.