Practice Manager at Integra Concierge Medicine in Jacksonville, FL

About the role

Integra Wellness & Aesthetics is a wellness and aesthetics practice in Jacksonville, Florida, led by Dr. Paul A. Busse, MD — a board-certified Family Medicine physician with more than 21 years of experience and a designated USCIS civil surgeon. Under one roof we provide family medicine and concierge primary care, preventive health screenings, chronic disease management, bioidentical hormone therapy, men's and women's health, medical weight loss, mental health services, telemedicine, immigration medical exams, and aesthetic treatments including Botox, laser hair removal, laser skin rejuvenation, and body contouring.

This is the operational lead of a one-physician practice. You are the filter between the front desk and the physician: you own the business side of the clinic — the people, the budget, the compliance calendar, the systems, and the vendor relationships — so that Dr. Busse can practice medicine. You will supervise our Front Desk Coordinator directly and cover the front desk personally when it is not covered. This is a small practice and the role is hands-on: you also own day-to-day clinical support — rooming patients, vitals, blood draws, injections, and specimen handling — with the Front Desk Coordinator cross-trained to help when the day calls for it.

Pay and schedule

• $52,000–$60,000 per year, based on experience

• Quarterly KPI bonus, in addition to base pay

• Full-time, 40 hours per week

• Schedule: Monday–Friday, 8:30 a.m.–5:30 p.m.; no weekends

• Reports to: Dr. Paul A. Busse, MD

• Direct report: Front Desk Coordinator

Your bonus is tied to the practice KPIs you will own: schedule utilization, no-show rate, collections, A/R days, denial rate, and new versus lost patients.

What you will own the front desk and the daily operation

• Own the front desk: confirm the opening is done properly, and cover the opening tasks personally if the coordinator has not done them

• Own the day's schedule — every appointment verified with a confirmation call the day before, with reschedules and cancellations handled

• Spot-check next-day readiness: pellet dosing done, immigration documents semi-ready for pickup, charts and documents in place

• Own schedule-template management: template utilization, urgent slots, and double-book rules

• Own patient complaints and service recovery, and run staff huddles and regular staff meetings

• Own inventory for the practice

• Close the day: make sure everything is ready for the next day, check that common areas and the restroom are set, spot-check that the front desk has charts and documents ready, and verify the coordinator completed everything they were responsible for

People

• Own HR end to end: recruit, hire, train, and schedule staff; approve timesheets; run evaluations and staff meetings; handle discipline; keep personnel files, job descriptions, and the handbook current; own benefits and pay scales (payroll itself is our bookkeeper's)

Money

• Own the practice budget: review monthly revenue and expenses against it, forecast, and prepare quarterly summaries for the owner

• Own the KPIs: schedule utilization, no-show rate, collections, A/R days, denial rate, new versus lost patients

• Own revenue-cycle oversight: review the A/R aging report monthly, monitor payer denials and payment reconciliation, and follow up outstanding claims with True Care Billing, our third-party billing partner. Eligibility, benefits verification, prior authorization, and claims work stay with them — you hold them to it

• Review the fee schedule annually and gather tax-preparation documents

• Track incoming and outgoing bills and pass every order and invoice to our bookkeeper, Jaclyn, with close communication so she receives everything

• Own MyEvexias period reporting

• Own vendor disconnection and invoice follow-ups (for example Payconex/BlueFin and Elavon)

Compliance and credentialing

• Own the credentialing, enrollment, and renewals calendar provider and staff licensing and credentialing; payer enrollment and revalidation, including Medicare PECOS; malpractice and business insurance renewals; DEA and CLIA where applicable

• Own Dr. Busse's license and designation maintenance — MD license, civil surgeon designation, DEA registration, and malpractice coverage

• Own the compliance program: HIPAA privacy and security (risk analysis, access reviews, workforce training, breach plan), OSHA exposure-control plan and training, policy and procedure manuals, and Good Faith Estimates for uninsured and self-pay patients

• Own controlled substances and injectables control: DEA-compliant locked storage, inventory counts and logs, and loss or theft reporting on DEA Form 106 — covering the testosterone pellets (the only testosterone kept on site) and the Botox injectables, including lot numbers. Dr. Busse spot-checks sporadically and at random

Systems and vendor contracts

• Own eClinicalWorks administration: user roles and permissions, scheduling templates, and productivity and collections reports

• Own payer and vendor contracts: review terms and fee schedules, run the renewal cycle, and review patient-satisfaction data on a set cadence

• Own the Labcorp specimen process — specimens in the outside lockbox by the 6 p.m. pickup

Clinical support — hands-on

In a practice this size, clinical support is a core part of the role, not an occasional favor: you own it day to day, with the Front Desk Coordinator cross-trained to help when the schedule calls for it — always under Dr. Busse's direct supervision.

• Prepare patients for examination by the physician

• Prepare examination rooms for patient visits

• Carry out outpatient procedures such as taking history and vitals, drawing blood for labs, and administering injections

• Assist physicians during patient examinations

• Educate and explain to patients the treatment procedures, plan, costs, and follow-up schedule

• Collect and prepare laboratory specimens and monitor the handover of specimens to the laboratory

• Sterilize instruments and dispose of contaminated supplies

What you need

• Experience managing the operations of a medical practice or medical office — 3+ years preferred

• Hands-on administrative experience in an EHR; eClinicalWorks preferred

• Experience running payer credentialing and enrollment, including Medicare PECOS revalidation

• Experience owning a practice budget and reporting monthly against it

• Working knowledge of HIPAA and OSHA compliance in a clinical setting

• Experience with DEA-controlled substances — locked storage, inventory logs, and loss or theft reporting

• Comfort with HR end to end: hiring, evaluations, discipline, and personnel files

• Hands-on clinical support experience — rooming patients, vitals, blood draws, injections, and specimen handling under the physician's direct supervision

• English and Spanish — our whole team is bilingual, and our patients are cared for in both languages

• Organized and calm with competing priorities; you finish what you start

• High school diploma or equivalent

Pay: $52,000.00 - $60,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Application Question(s):

• Which payer credentialing and revalidation cycles have you managed yourself, including Medicare PECOS?
• Have you owned a practice budget and reported monthly against it? Which KPIs were you accountable for?
• Describe your hands-on clinical experience — rooming patients, vitals, blood draws, and injections.
• 7. Describe a HIPAA or OSHA compliance program you built or ran. What did you change?

Experience:

• Management: 3 years (Preferred)

Work Location: In person