Practice Manager Application

PRactice Manager Application
⚠️ A Heads Up

This Application Isn’t Typical (On Purpose)
We know this isn’t your average job application—it’s longer, deeper, and probably more time-intensive than what you’re used to. That’s intentional.

Why? Because we’re not just trying to fill a seat. We’re trying to find the right person—someone who thinks like a leader, acts like an owner, and genuinely wants to grow with our team.

This application is designed to save both of us time down the road by surfacing alignment (or misalignment) early. If we’re a match, you’ll know it. And if we’re not—you’ll know that too.

So take your time, be honest, and show us how you think. We’re not looking for perfect—we’re looking for real.
Full Name

First NameLast Name
Preferred Name
Gender

MaleFemale
Birth Date

MonthDayYear
Age
E-mail
example@example.com
Cell Number
Permanent Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Are you authorized to work in the United States?

YesNo
Select the day(s) you're available for work

MondayTuesdayWednesdayThursdayFriday
List your available hours for work
Education

You can leave this section blank if this info is given in your resume.
Name of School & Highest Level of Education
School Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Major
Year
Other School/credentialing info
High School - City - Dates

Employment

You can leave this section blank if this info is given in your resume.
Place
Date

MonthDayYear
Date
Title
Place
Date

MonthDayYear
Date
Title
Attach Your CV/Resume

Cancelof
Attach Cover Letter after reading through bottom questions:

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Reference 1 & 2

You can leave this section blank if this info is given in your resume.
Name

First NameLast Name
Phone Number
Please enter a valid phone number.
Relationship
Name

First NameLast Name
Phone Number
Please enter a valid phone number.
Relationship

Reference #3
Name

First NameLast Name
Phone Number
Please enter a valid phone number.
Relationship
📚 Growth & Mindset

We love lifelong learners—especially those who bring fresh ideas and proven frameworks to the table.
What are you currently reading, listening to, or learning that helps you grow as a leader or operator?This could include:Podcasts you followBooks you’ve read (recently or all-time favorites)Trainings or certifications (e.g., EOS, Six Sigma, Lean, project management, etc.)Workshops, masterminds, or courses you've found valuable📝 Share anything that has influenced how you lead, build systems, or think operationally:
Time to Brag
Have you led a major systems overhaul? Saved your company thousands? Gotten promoted faster than your peers? Launched something your team still uses today?This is your space to tell us about:Any awards, accomplishments, or recognition you've receivedBig wins you're proud of—quantified or notMoments when your work made a measurable differenceAnything that made someone say, "I don’t know what we’d do without you."📝
The Hard Stuff
We know this is an unorthodox question—but hear us out.Sometimes the most powerful lessons come from moments that didn’t go as planned. We’re not just interested in your highlight reel—we want to understand the full picture of your professional journey.Have you ever been let go, demoted, or chosen to resign from a role that just wasn’t the right fit?Tell us what happened. Why wasn’t it working? What did you learn from the experience—and how has it shaped the way you show up at work today?This isn’t about judgment—it’s about growth, self-awareness, and how you respond when things go sideways.📝 We’d love for you to share one of those moments, and what you took away from it.
Scenario 1: Not MY Job: The Printer Problem

Instructions for the Applicant:Read the following scenario carefully. After reading, answer the open-ended questions that follow. There are no right or wrong answers, but we are looking for how you think, prioritize, and approach operational challenges.
Scenario: Last December, a practice manager informed the owner that one of the office locations needed a laser printer. The owner approved the purchase and had it delivered. Months later, the owner noticed a charge for over $200 in printer ink, but upon visiting the location, discovered that the new laser printer was still in its box and had never been set up.
Q1 Diagnostic Thinking: Based on the scenario above, list as many organizational and procedural breakdowns as you can identify.(What processes, systems, or communication points failed?)
Q2. Ownership Mindset: If you had been the practice manager who requested the printer, what would you have done differently from the time of the request to ensure it was used properly and added value to the practice?
Q3. Systems & Process: What processes or systems would you suggest implementing to prevent this kind of issue from happening again?
Q4. Communication & Cross-Team Coordination: What role should communication play in a situation like this? Whose responsibility is it to follow through, and how should updates be shared?
Q5. Cultural Insight: What does this situation reveal about the culture of the organization? How would you contribute to creating a culture of accountability and efficiency?
Q6. Financial Awareness: If you were reviewing last month’s spending and noticed $200 in printer ink costs, what would you do next?
Bonus: “Create-a-System” Question: You’re tasked with designing a “Purchase-to-Implementation” system to ensure new office tools and equipment are fully deployed and not wasted. What would your process look like?

Scenario 2: Not MY Money: The Revenue Black Hole

In this scenario, we’re evaluating how you approach accountability, financial systems, and performance tracking. Show us your problem-solving mindset and systems thinking.
Scenario Description
Recently, it was discovered that over $65,000 in patient collections—including copays, no-show, and late cancel fees—had not been collected. This had gone unnoticed for months, despite a pretty robust administrative team answering calls, handling scheduling, and overall operations. No one was regularly following up on revenue. Additionally, the most financially lucrative appointments (testing appointments) were not being tracked to ensure they met scheduled benchmarks.
Q1. What systemic breakdowns in financial operations do you observe in this scenario?List as many process or oversight failures as you can identify.
Q2. If you were the Director of Operations or Intake Coordinator, what would you have done differently to prevent this outcome?
Q3. What systems, audits, or checks would you implement to ensure collections and billing don’t fall through the cracks in the future?
Q4. How would you define the roles and expectations of the Director of Operations and Intake Coordinator regarding collections and appointment tracking?
Q5. What does this scenario tell you about the organizational culture? How would you improve accountability and follow-through?
Q6. How would you monitor and maintain benchmarks for high-value services like testing appointments?
Q7 (Bonus). Imagine you’re responsible for preventing another financial gap like this. Outline a “Revenue Assurance Plan” that includes key processes, reports, or check-ins.
Accountability & Transparency 🧭
We can work remote from time to time—but that doesn’t mean we operate in the dark.To keep communication, productivity, and alignment strong across locations, all team members use Time Doctor, a time-tracking tool that:Tracks working hours, Logs active/inactive time, Takes periodic screenshots (for transparency), Helps us understand where time is spent so we can improve systems—not micromanage humansWe use this tool not because we don't trust our team—but because we do. We believe in clear expectations, mutual accountability, and the ability to measure what matters. If something’s not working, we want to know early and fix it together.📝 Are you comfortable using Time Doctor as part of your daily workflow?

yes, totally fine with thatI prefer not to use software like thisOther
When would be your earliest start date?

MonthDayYear
Date
Online Presence 🌐
Do you have a professional website, portfolio, LinkedIn profile, or any other relevant links you'd like to share?(Examples: personal website, online resume, social media for professional use, business site, etc.)📝 Please list any links you'd like us to review:
✅ Final Step
Thanks so much for taking the time to complete this application—especially if you made it all the way to the end (we know it was thorough!).We truly appreciate the care and thought you’ve put into your responses.Due to the volume of applicants, we’ll only be reaching out to candidates who are a strong fit for the next stage. If selected, we’ll be in touch to schedule an interview.
📅 Interview Availability
What are the best days and times for you to meet for a 45-minute virtual interview?(Please include time zone!)
Should be Empty:

PRactice Manager Application

⚠️ A Heads Up

Education

Employment

Reference 1 & 2

Reference #3

📚 Growth & Mindset

Time to Brag

The Hard Stuff

Scenario 1: Not MY Job: The Printer Problem

Scenario 2: Not MY Money: The Revenue Black Hole

Accountability & Transparency 🧭

Online Presence 🌐

✅ Final Step

📅 Interview Availability