Practice/office manager

Gannett Health is a patient-centered Direct Primary Care (DPC) practice seeking a highly organized, detail-oriented Practice Manager to oversee daily clinic operations, patient communication, billing coordination, and administrative workflows. This role is central to maintaining efficient operations, excellent patient experience, and regulatory compliance within a small, team-based practice.

The ideal candidate is dependable, task-driven, comfortable managing multiple responsibilities, and capable of working independently.

Key Responsibilities

Patient Communication & Front Office

• Answer phones during business hours:

  • Monday–Thursday: 8:00 AM–4:00 PM

  • Friday: 8:00 AM–12:00 PM

• Prioritize in-person patient interactions over phone calls

• Check and manage clinic mailbox daily

• Monitor incoming faxes and upload documents to patient charts for provider review

• Send referrals, imaging orders, lab orders, and medical records requests via EHR fax system

• Submit prior authorizations as needed

• Track and manage patient reminders for labs, imaging, and annual exams

Laboratory Coordination

• Retrieve lab reports daily from lab portal

• Upload lab reports into patient charts with proper labeling

• Notify lab courier daily for specimen pickup

• Prepare lab requisitions and specimen labels

• Process laboratory specimens according to established protocols

• Maintain daily laboratory temperature logs and report irregularities

• Perform weekly urinalysis quality control

Membership & Patient Administration

• Manage patient documentation

• Manage patient enrollment

• Maintain accurate patient chart tags and records

• Track and manage membership renewals and changes

Billing & Financial Coordination

• Monitor patient invoices and aging reports

• Apply late fees according to policy

• Generate and mail delinquent payment letters

• Process weekly bank deposits

Clinic Operations

• Maintain supply levels and stock clinical materials

• Assist with inventory management and ordering preparation

• Ensure lab and clinical equipment readiness

Weekly Responsibilities

• Review billing and aging reports

• Prepare and send payment notices

• Complete weekly bank deposit

• Monitor supply expiration dates and restock as needed

Monthly Responsibilities

• Generate monthly billing and fee reports

• Conduct full inventory review of medical and office supplies

• Prepare monthly supply order carts

• Coordinate medication pickups as needed

• Perform monthly AED safety checks

• Manage clinic calendar closures

• Assist with patient communication emails

Quarterly Responsibilities

• Conduct patient chart audits for overdue care reminders

• Track and renew provider licensing and regulatory requirements

Systems & Technology Used

Experience with the following platforms is preferred:

• Elation (Electronic Health Record)

• Google Drive & Google Sheets

• QuickBooks

Required Skills & Qualifications

Required

• Strong organizational and multitasking skills

• High attention to detail

• Excellent written and verbal communication skills

• Ability to work independently in a small team environment

• Comfortable handling confidential medical information

• Basic computer and document management skills

• Ability to follow standardized workflows

Preferred

• Experience working in healthcare, medical office, or DPC practice

• Familiarity with electronic health records (EHR)

• Medical office billing or membership-based billing experience

• Knowledge of basic laboratory handling procedures

• Experience with prior authorizations and insurance coordination

Physical Requirements

• Ability to sit or stand for extended periods

• Ability to lift and move supplies up to approximately 20 pounds

• Ability to perform light stocking tasks

Schedule

• Monday–Thursday: 8:00 AM–4:00 PM

• Friday: 8:00 AM–12:00 PM

• Flex-time offered

Compensation & Benefits

• Competitive salary based on experience

• Paid time off including: vacation, personal time, sick leave and bereavement leave

• Continuing education opportunities

Qualified candidates submit  resume and professional cover letter to: info@gannetthealth.com