Practice Administrator - Dermatology +… at Forefront… · Melbourne

The Practice Administrator is the senior operational and administrative leader for a high-revenue, multi-location practice portfolio with combined annual net billed revenue of $10 million or more. This role is accountable for the full P&L performance, clinical operations, patient experience, workforce strategy, regulatory compliance, and business development of all assigned locations. The Practice Administrator leads all staff across assigned locations and functions as a strategic operational partner to market operations and medical leadership on quality, access management, growth strategy, and multi-site organizational efficiency.

Work Location: On-site – Multi-Location (Viera, Melbourne & Indialantic, FL)

This is an on-site Practice Administrator position requiring approximately 50% travel between our three practice locations. The ideal candidate must be comfortable traveling regularly between offices to oversee daily operations, support staff, ensure consistency across locations, and maintain effective practice management.

Practice locations:

• 2305 Vidina Dr, Viera, FL 32940
• 6545 N Wickham Rd, Suite C-105, Melbourne, FL 32940
• 420 5th Ave, Indialantic, FL 32903

Travel Requirement: Candidates must have reliable transportation and the ability to travel between all three locations as needed. This is not a remote position.

Financial Management & Performance

• Own full P&L accountability across the assigned portfolio of locations, including revenue optimization, expense management, and EBITDA performance; report financial results, variances, and action plans on a regular cadence.
• Develop and manage operating budgets; analyze budget-to-actual variances, identify root causes, and implement corrective measures to achieve financial targets.
• Oversee revenue cycle performance at the clinic level, including charge capture accuracy, coding compliance, point-of-service collections, insurance verification, authorization management, and denial resolution in partnership with Revenue Cycle leadership.
• Manage pricing for aesthetic services and retail products; ensure accuracy, consistent application, and alignment with organizational pricing strategy.
• Approve purchase orders within defined authority thresholds; oversee supply and inventory expenditures against budget.
• Monitor and report on key financial KPIs: revenue per visit, clinician productivity, collections rate, and cost per visit.

Clinician Scheduling, Capacity & Template Management

• Manage and continuously optimize clinician scheduling templates, with direct accountability for fill rates, appointment lag times, capacity utilization, and each clinician’s achievement of their personally defined ideal schedule ranges; develop and execute action plans to close performance gaps.
• Monitor template performance data on a daily, weekly, and monthly basis; partner with central scheduling where applicable to ensure template structures maximize patient access while aligning to clinician preferences, care model requirements, and budgeted hours.
• Ensure fulfillment of contracted patient care hours for all employed and contracted clinicians; proactively identify and resolve shortfalls before they affect access or financial performance.
• Manage clinician leave, absence coverage, and schedule adjustments to minimize disruption; maintain alignment of staffing hours to budget and demand.
• Monitor the effective and appropriate use of scheduling template blocks, including block types, hold patterns, same-day availability, and recall slot structures; ensure template design reflects current demand patterns, payer mix, and access goals.
• Leverage scheduling technology and access analytics to reduce no-shows and cancellations, improve schedule density, and enhance the patient scheduling experience.
• Partner with the clinician compensation team on productivity reporting, compensation calculations, and contract-related operational data; ensure accuracy and timeliness.

Clinical Operations & Patient Experience

• Maintain full operational accountability for all clinic functions, including patient access and intake, clinical support workflows, scheduling coordination, supply management, and administrative operations.
• Monitor operational performance using available dashboards and data; identify gaps, develop action plans, and implement solutions to sustain efficiency, compliance, and patient satisfaction targets.
• Establish and enforce standard operating procedures and care standards; ensure consistent application across all teams and service lines.
• Own the patient experience establishing and enforcing service standards for patient communication, access, wait times, and care environment; respond to patient concerns in a timely and professional manner.
• Monitor patient satisfaction data; develop and execute action plans to address service gaps and drive measurable improvement in experience metrics.
• Conduct regular clinic rounding, operational reviews, and team huddles to assess performance, patient experience, staff morale, and compliance posture.

People Management & Organizational Development

• Provide full supervisory authority and administrative leadership for all assigned staff across all assigned locations; hold all direct and indirect reports accountable to performance expectations and organizational standards.
• Primary duties are to provide direct supervision and leadership to an assigned team, with responsibility for managing the full employee lifecycle — including hiring, onboarding, performance management, professional development and, when necessary, separation of staff — in accordance with company policy and in partnership with Human Resources. May provide direct supervision to Managers, Supervisors, Team Leads, Leads, and/or individual contributors.
• Conduct regular one-on-ones with direct reports, providing direction, feedback, coaching, and development support; build leadership bench strength at all levels of the reporting structure.
• Manage and approve timekeeping, scheduling, and administrative entries for all assigned staff; including submissions from those with direct and indirect reporting relationships.
• Partner with HR on complex employee relations matters, performance improvement plans, leave administration, workplace investigations, and compensation actions.
• Foster a high-performance, accountable culture that supports staff engagement, professional growth, and a shared commitment to exceptional patient care.

Clinician Relations & Medical Affairs

• Build and maintain strong, trust-based working relationships with physicians and advanced practice clinicians, ensuring alignment on operational expectations, patient care standards, schedule performance, and growth priorities.
• Serve as the primary operational point of contact for clinician concerns and requests; resolve issues within scope and escalate material or clinical matters appropriately.
• Ensure supervision designations for Advanced Practice Clinicians (APPs), aestheticians, and other staff requiring clinical oversight are clearly communicated; proactively coordinate with medical leadership as needed.
• Partner with medical leadership on clinical performance opportunities, quality improvement initiatives, and align operational programs with clinical goals.
• Manage onboarding and clinic integration for newly recruited or acquired clinicians in coordination with Credentialing, HR, and IT.

Regulatory Compliance, Risk & Quality

• Ensure full compliance with all applicable federal, state, and local regulations governing practice operations, including CLIA, OSHA, HIPAA, state medical board requirements, and applicable payer standards.
• Lead annual compliance audits, survey preparation (including CLIA), and regulatory inspections; develop and implement timely remediation plans for any identified findings.
• Ensure all staff complete/maintain current required licensure, certifications, and compliance training. Work closely with HR and Credentialing to support internal tracking procedures.
• Maintain and regularly review clinic policies and procedures to ensure currency with regulatory requirements and organizational standards.
• Implement and monitor risk management plans; escalate safety events, near-misses, and liability concerns promptly.

Human Resources & Workforce Management

• Develop and maintain staffing models that align labor hours to patient demand, clinician schedules, and budgeted FTE levels; adjust proactively in response to volume trends, clinician changes, or operational needs.
• Oversee and enforce attendance, punctuality, and schedule adherence; manage FMLA/LOA administration, and absence coverage planning to minimize patient access disruption.
• Facilitate development and delivery of staff training, onboarding programs, and competency verification processes in partnership with other leaders within the clinic(s).
• Monitor workforce metrics including turnover, vacancy rates, overtime utilization, and time-to-fill; develop and present workforce data and action plans.

Facilities, Technology & Information Systems

• Oversee facility management across all assigned locations: asset management, room utilization, equipment maintenance, and coordination of expansion, renovation, or relocation activities; escalate capital needs and lease considerations.
• Partner with IT on EHR/EMR and practice management systems, telecommunications, ACD systems, digital scheduling tools, and patient engagement platforms; lead adoption and change management for technology.
• Support business continuity planning for assigned clinic(s), ensuring documented protocols and staff training are in place for technology failures or operational disruptions.
• Manage vendor and service relationships for facilities, clinical equipment, and support services; coordinate repairs and routine maintenance and escalate capital needs within defined protocols.

Business Development & Strategic Growth

• Partner with the market operations leadership and M&A teams to support integration of newly acquired practices and clinicians; lead operational readiness evaluation and assist integrations team with onboarding execution as needed.
• Identify and communicate organic growth opportunities including capacity optimization, clinician recruitment support, service line expansion, de novo development, and referral partnership development.
• Oversee aesthetic service line and retail operations, including pricing execution, loyalty program management, and coordination with Marketing on local campaigns and patient acquisition initiatives.
• Collaborate with Marketing to support programs that drive patient volume, improve capacity utilization, and strengthen community presence.
• Represent the assigned portfolio on organizational committees and cross-functional working groups as directed.

Multi-Site Portfolio Coordination

• Ensure consistent application of organizational standards, workflows, compliance programs, and performance expectations across locations; identify and address site-level variation that creates operational, financial, or patient experience risk.
• Develop and maintain a structured cadence of site visits, operational reviews, leadership check-ins, and performance discussions across all assigned locations to maintain visibility into performance, culture, and emerging issues.
• Coordinate cross-location resource sharing, staffing support, supply management, and best practice dissemination to maximize efficiency and consistency.
• Serve as the primary escalation point for site-level leaders provide guidance, remove barriers, and resolve or escalate issues appropriately.
• Partner with the market leadership on portfolio-level planning including site improvement priorities, staffing models, capital needs, facility considerations, and market growth opportunities.

Perform other duties as assigned.

Required Competencies and Skills

• Expert-level ability to manage a high-revenue, complex, multi-site ambulatory dermatology practice portfolio across P&L performance, clinical operations, workforce management, patient experience, and regulatory compliance.
• Advanced financial acumen including multi-site P&L management for portfolios of $10M+ net revenue, budget oversight, revenue cycle optimization, charge capture governance, EBITDA management, and executive financial reporting.
• Expert proficiency in clinician scheduling template management, capacity optimization, fill rate and lag time KPI management, contracted hours fulfillment, charge capture governance, and access analytics across a multi-location portfolio.
• Demonstrated expertise in clinician performance management, including productivity monitoring, compensation program partnership, APP and aesthetician supervision compliance, and medical leadership collaboration on clinical quality initiatives.
• Strong executive people leadership skills including managing managers and supervisors across a distributed portfolio; expertise in hiring, performance management, coaching, succession planning, and organizational development.
• Comprehensive knowledge of PE-backed healthcare operational frameworks, ambulatory compliance requirements (CLIA, OSHA, HIPAA, state licensure), and multi-jurisdictional regulatory standards.
• Proficiency in EHR/EMR systems, scheduling optimization tools, financial reporting platforms, analytics dashboards, and healthcare operations technology.
• Exceptional executive communication and influence skills; able to engage credibly with frontline teams, clinicians, organizational leadership, and PE ownership stakeholders.
• Strategic operational judgment, financial discipline, and organizational leadership capability commensurate with a senior practice administration role in a high-growth, PE-backed dermatology enterprise.
• Not a remote position. Must be able to travel (50%).

Education & Experience

• Bachelor’s degree in Healthcare Administration, Business Administration, or a related field required; ACMPE Fellowship (FACMPE), FACHE, or equivalent certification strongly preferred.
• Master's degree in Business Administration, Healthcare Administration, Public Health, Nursing, or a related field preferred.
• Minimum 5+ years of progressively responsible medical practice or clinic management experience required, with a minimum of 3 years managing a multi-site ambulatory practice portfolio; $10M+ revenue portfolio experience strongly preferred.
• Demonstrated experience in a PE-backed, MSO-model, or other high-growth, multi-site ambulatory healthcare organization preferred; Dermatology or medical aesthetics experience preferred.
• Proven P&L accountability for a multi-site portfolio, including financial reporting, budget management, revenue cycle governance, and EBITDA performance management.
• Demonstrated expertise in scheduling template optimization, clinician productivity management, contracted hours compliance, charge capture oversight, and clinician compensation reporting.
• Experience managing Practice Managers, Clinic Managers, and Supervisors across geographically dispersed, high-volume locations required.