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

• 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

• Manage patient documentation
• Manage patient enrollment
• Maintain accurate patient chart tags and records
• Track and manage membership renewals and changes

• Monitor patient invoices and aging reports
• Apply late fees according to policy
• Generate and mail delinquent payment letters
• Process weekly bank deposits

• Maintain supply levels and stock clinical materials
• Assist with inventory management and ordering preparation
• Ensure lab and clinical equipment readiness

• Review billing and aging reports
• Prepare and send payment notices
• Complete weekly bank deposit
• Monitor supply expiration dates and restock as needed

• 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

• Conduct patient chart audits for overdue care reminders
• Track and renew provider licensing and regulatory requirements

• Elation (Electronic Health Record)
• Google Drive & Google Sheets
• QuickBooks

• 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

• 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

• 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

• Monday–Thursday: 8:00 AM–4:00 PM
• Friday: 8:00 AM–12:00 PM
• Flex-time offered

• Competitive salary based on experience
• Paid time off including: vacation, personal time, sick leave and bereavement leave
• Continuing education reimbursement & annual expense fund