Executive Director/Practice Manager

Practice Manager

Full-Time  ·  On-Site (Cary/Chapel Hill) ·  Non-Clinical

Reports to COO

ABOUT THE ROLE

This role is responsible for the financial health of the practice, HR and compliance, and the internal systems that allow our clinical team to do their best work. You will work closely with ownership and serve as a key communications bridge between the operational and leadership sides of the practice. It is a varied role that calls for someone who is detail-oriented, financially literate, and comfortable owning a broad scope of responsibility.

KEY RESPONSIBILITIES

Operations and Team Management

• Serve as the primary communications link between the operational team and ownership, keeping leadership informed on business and financial matters


• Provide direction and support to the Client Experience Lead, and other support staff, including performance tracking and regular check-ins


• Develop and propose process improvements; implement approved changes and maintain accountability to established standards


• Coordinate monthly leadership meetings, including agenda preparation and distribution


• Manage facilities, work orders, and shared scheduling responsibilities alongside the front office

Finance and Billing

• Oversee accounts payable and receivable and ensure bills are paid on time


• Review billing before it goes out, verifying that all required fields are complete and billing codes are accurate


• Keep financial records organized and current; coordinate with bookkeeping and accounting


• Track the practice budget and prepare financial reporting for ownership

HR and Compliance

• Manage hiring coordination, onboarding, and employee off-boarding


• Maintain employee files, certifications, licenses, and malpractice coverage documentation in BambooHR


• Administer benefits and coordinate payroll and PTO to ensure ongoing HR compliance


• Develop and maintain internal policies covering HIPAA, labor requirements, and practice procedures


• Ensure compliance with AABC and CABC regulations, including postpartum feedback surveys

Systems and Vendor Oversight

• Own the ClientCare practice management system, including training, updates, and schedule accuracy


• Identify and implement systems improvements to address operational pain points


• Develop and maintain standard operating procedures and process documentation


• Manage vendor relationships across IT, billing, benefits, and facilities

Coverage and Support

• Provide front-desk, phone, and scheduling coverage as needed to support the team and client continuity

WHAT WE'RE LOOKING FOR

We are looking for someone who is comfortable owning a broad scope and who takes satisfaction in building systems that work. A few things that matter to us:

• Experience managing operations in a healthcare setting, with a preference for women's health or birth or birth-related environments


• Strong financial background, including accounts payable and receivable, billing review, and experience with QuickBooks or similar software


• Familiarity with EHR or practice management systems; direct experience with ClientCare is a plus


• HR generalist experience, including hiring, onboarding, benefits, payroll, and compliance


• Clear and organized communicator who can work comfortably with ownership, clinical staff, and outside vendors


• Familiarity with HIPAA, AABC/CABC standards, or similar healthcare compliance frameworks is a strong plus

ABOUT HAVEN

Haven Women's Health and Birth Center is an independent, midwife-led birth center offering compassionate, personalized care through pregnancy, birth, and the postpartum period. We are a small, close-knit team that takes our work seriously and genuinely cares about one another and the clients we serve. The Practice Manager is a foundational part of the team and plays a meaningful role in how we grow.