Practice Manager, Oceanfront Provider Group

Company is based in Santa Monica, CA

Position is Remote (US/Canada)

Maximus (https://www.maximustribe.com/) is a mission-driven consumer health company that provides men with content, community, and clinical support to optimize them in mind and body. Maximus has raised $15M from top Silicon Valley VCs such as Founders Fund and 8VC as well as leading angel investors/operators from companies like Bulletproof, Tinder, Coinbase, Daily Stoic, & Shopify.

Company Overview

Oceanfront Medical Group supports Maximus, a pioneering digital healthcare platform dedicated to helping men optimize their health, performance, and overall well-being. Through an integrated approach that combines telehealth services, evidence-based lifestyle interventions, and a supportive community, Maximus delivers personalized solutions tailored to each individual's goals. We believe in the transformative power of informed, proactive healthcare—empowering our members to achieve their highest potential mentally, physically, and emotionally. With a commitment to innovation and excellence, Maximus continues to redefine men's wellness and raise the standard for patient-centric care.

Position Summary

As the Practice Manager, you will oversee and optimize the daily operations of our telehealth practice. You will be instrumental in developing efficient workflows, ensuring service-level agreements are met, analyzing data for process improvement, and maintaining high-quality standards. This position requires a proactive leader who can effectively manage both execution and strategy development. It also requires a proven track record of excellent relationship management and experience working and communicating with providers and clinical staff to  drive best-in-class patient care.

Key Responsibilities

1. Escalation Management

   • Serve as the primary contact for escalated issues involving patients, providers, or technology tools.

   • Coordinate with cross-functional teams to resolve matters promptly and maintain high levels of service satisfaction.

2. Workflow Development & Improvement

   • Design, implement, and continually refine operational workflows to enhance efficiency, reduce errors, and improve patient/provider experience.

   • Collaborate with clinical and administrative staff to identify improvement opportunities.

3. SLA Monitoring

   • Track performance against service-level agreements (SLAs) for telehealth platforms, scheduling systems, and other critical services.

   • Implement corrective actions or process changes to consistently meet or exceed SLA targets.

4. Training Identification

   • Assess the training needs of clinical and administrative teams, ensuring competency in new technologies, protocols, and processes.

   • Develop or source relevant training programs and materials to foster continuous professional growth.

5. Data Insight & Analysis

   • Collect and analyze key metrics (e.g., patient wait times, provider availability, patient satisfaction) to guide data-driven decisions.

   • Use findings to recommend and implement actionable improvements in operational and clinical workflows.

6. Licensing Gap Analysis & Input

   • Monitor provider licensing requirements across relevant jurisdictions, anticipating expirations or changes.

   • Provide strategic input on maintaining compliance and expanding licensure coverage to support organizational growth.

7. Tool Improvement Identification

   • Evaluate current digital tools (telehealth platforms, EHR systems, patient engagement solutions) to identify gaps or inefficiencies.

   • Partner with IT and other stakeholders to recommend upgrades, new tools, or process enhancements.

8. Provider Communications

   • Act as a liaison between administrative teams and healthcare providers, ensuring clear and consistent communication on policies, workflows, and system updates.

   • Gather provider feedback to continuously improve internal processes and tools.

9. Quality Assurance Development & Monitoring

   • Create and implement QA protocols to uphold high standards of patient care, documentation accuracy, and regulatory compliance.

   • Conduct regular audits, track performance metrics, and provide reports with improvement recommendations.

10. Nursing Platform Work

    • As we scale the team, < 15% of time spent being on the platform in nursing role to understand patient needs and develop comprehensive workflows and roles to support such scaling. 

Qualifications

• Education: Bachelor’s degree in Healthcare Administration, Business Management, or a related field (Master’s preferred).

• Experience: 3+ years in healthcare administration or practice management, ideally in a digital or telehealth setting.

• Technical Skills: Proficiency with EHR systems, telehealth platforms, and data analysis tools.

• Communication: Exceptional verbal and written communication skills for effective team leadership and provider coordination.

• Analytical Mindset: Strong ability to interpret data, identify trends, and drive continuous process improvement.

Leadership Abilities: Proven track record in team building, problem-solving, and implementing new processes or technologies.