Careers: Practice Manager

Practice Manager
Westchester Health Associates, PLLC – Westchester, NY

At Westchester Health, our patients receive uncompromising care delivered by renowned physicians they know and trust. Our group helps and supports each other utilizing cutting-edge technology like Electronic Medical Records. This allows our various specialists to accurately track patient’s medical histories reducing errors, speeding information in cases of emergency and providing a continuum of care. As a result, we have been recognized as a Level 3 Patient Centered Medical Home by the National Committee for Quality Assurance Physician Practice Connections, the highest achievable recognition for a medical group.

With our growing presence in New York and Connecticut, we are seeking Practice Managers to assist in daily operations within our Organization.

JOB TITLE: Practice Manager
STATUS: Exempt
DEPARTMENT: Various Locations
JOB TYPE: Full-Time



Directs, supervises and coordinates the overall operation of the medical office. Practice Manager maintains an efficient front office and effective clinical operations by arranging tasks, people and other resources to accomplish the work. Assists with the development of practice objectives to ensure financial profitability. Monitors performance and takes appropriate action to produce desired results. Displays interpersonal skills required exercising judgment and discretion when dealing with patients, staff and physicians.


1. Responsible for the management of the office, maintaining efficient and effective production of services within general and specific budgetary constraints.
2. Participates in annual budget preparation and maintains effective expense control.
3. Maintains cash control policies and monitors daily bank deposits. Maintains documentation/reconciliation of all collections, deposits, petty cash receipts and forwards to Finance on a weekly and as needed basis.
4. Creates and generates financial and management reports as needed to monitor productivity and operating expenses.
5. Plans, directs, coordinates and controls activities relating to staff, including hiring, training, evaluations and disciplinary action as necessary per WHA guidelines.
6. Supervises all payroll activities and personnel matters. Ensures adherence in all personnel matters to all legal and regulatory requirements including FLSA, OSHA, FMLA and Wage and Hour laws.
7. Supervises daily clinical and front office operations. Ensures appropriate staff coverage and delegation of work. Ensures adherence to practice policies and procedures.
8. Develops, recommends and implements systems and procedures to ensure the efficient operation of the office on a daily basis.
9. Oversees ordering of medical and office supplies within budgetary constraints and per WHA specifications and requirements. Reviews and approves all vendor invoices and submits to Finance for payment in a timely manner before due dates.
10. Maintains provider master scheduling and monitors regularly to ensure maximum utilization and revenue generation. Manages provider time off and schedule changes. Assigns work to ensure that patients are notified of changes in a timely manner.
11. Works with the Business Office Manager to develop and execute revenue cycle management designed to maximize and expedite reimbursement from both patients and third-party payers
12. Ensures completion of daily business functions include patient scheduling, confirmation and registration, insurance verification, referrals and authorizations, charge entry, co-pay collection, payment posting and cash controls.
13. Becomes a super-user on the NextGen system and oversees all NextGen activity within the office.
14. Monitors patient satisfaction and customer service. Takes appropriate action to resolve patient complaints and provide service recovery.
15. Responsible for the planning, organization, and reporting of regular staff meetings, at least monthly, to assure that consistent communication is relayed to all. Forwards meeting minutes to the Director of Practice Operations. Facilitates team building and staff motivation as well as departmental and administrative goals.
16. Oversees the maintenance of office equipment and information systems.
17. Attends all WHA education sessions including the WHA Compliance Program and HIPAA training. Maintains compliance with all state and federal regulatory requirements and oversees all office processes to maintain compliance.
18. Schedules all staff to attend annual HIPAA and OSHA Training and ensures staff is licensed and/or certified appropriately and working within their scope.
19. Meets regularly and as needed with the Director of Practice Operations and communicates any changes or issues promptly.
20. Attends required meetings and participates in committees as requested.
21. Oversees development and coordination of any new office locations as required.
22. Participates in professional development activities.
23. Maintains strictest confidentiality.


Three to five years current medical management. Proficiency with medical information systems. Microsoft Office proficiency required. Experience with NextGen a plus.

Bachelor’s degree required. Master’s degree strongly preferred.

Additional certification such as CMPE or CPC a plus.

Knowledge, Skills and Abilities:
Ability to communicate with a diverse group of individuals with various degrees of training and education.
Skill in establishing and maintaining effective working relationships with other employees, providers, patients, organizations and the public.
Ability to process patient and public inquiries, including complaints, and respond with poise and efficiency.
Knowledge of medical practice and medical terminology.
Knowledge of regulations including HIPAA, OSHA and compliance.
Strong knowledge of revenue cycle.
Ability to recognize, evaluate and solve problems.
Strong organizational skills.
Knowledge of medical information systems.

Westchester Health Associates, PLLC is an Equal Opportunity Employer. We have made it a priority to develop diversity initiatives that encourage a welcoming workplace environment. We promote recognition and respect for individual and cultural differences, and we work to make our employees feel valued and appreciated.


Qualified candidates should send a cover letter, resume and salary by e-mail to: and include “Practice Manager” in the subject line. Only qualified candidates will be contacted. Westchester Health is an EEO employer.


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