Practice Manager

Position Description: Practice Manager

Position Title: Practice Manager

Reports To: Chief Medical Officer (CMO)

Job Summary: The Practice Manager, a pivotal role in our healthcare practice, oversees the administrative operations, scheduling, payroll management, and compliance activities. This role plays a crucial part in ensuring efficient and effective coordination between providers, staff, and departments, thereby supporting high-quality patient care and organizational objectives.

Key Responsibilities

Provider-Related Duties

• Schedule Oversight:
• Approve/disapprove requests for time off.
• Communicate with Scheduling and update ADP, Calendar, and Forecast.
• Manage communications regarding unscheduled absences.
• Review provider schedules, make rescheduling decisions, and notify relevant parties.
• Update ADP, Calendar, and Forecast as necessary.
• Payroll Management:
• Medical: Monitor, approve, and manage vacation, sick, and CME time. Enter requests into ADP and update and approve timecards. Manage holiday coverage.
• Dental: Monitor and manage vacation, sick, and CME time. Enter requests into ADP if requested, and update and approve timecards.
• Provider Meetings:
  
  

Maintain dietary preferences, order lunch, and submit invoices to Accounts Payable.

• Call Schedules:
• Manage call schedule rotation and submit to providers, Nurse Access, and necessary personnel.
• Oversee after-hours patient calls and maintain the provider listing.
• CME Management:
• Approve/deny CME requests, monitor funds, maintain spreadsheets, and communicate with providers.
• Manage CPR credentialing, schedule classes, and submit invoices.
• New Providers:
• Collaborate with HR, IT, and Credentialing during onboarding.
• Develop schedules and distribute NextGen Guides.
• Provide initial support and facilitate additional learning.
  
  

Administrative Support

• CMO Support:
• Regular communication and administrative support as requested.
• EMT Reporting:
• Report appointment analysis daily and billed encounters weekly.
• Provide supportive information as requested.
• Finance Coordination:
• Submit payroll and approved reimbursements to AP.
• Provide annual provider reimbursement reports to the COO.
• Update payroll with provider status/hour changes.
  
  

Staff Supervision

• Medical Administrative Assistants:
• Monitor earned time off, approve/deny requests, supervise, support, and troubleshoot issues.
• Compliance Management:
• Review patient complaints, communicate with involved parties, and share reports with Compliance.
• Prepare monthly reports, including No Show and Compliance reports.
• Clinical Supervisors:
• Maintain open communication, problem-solving, and schedule updates.
• SSM Coordination:
• Submit payroll monthly and communicate days off to Scheduling.
  
  

Scheduling and Communication

• Scheduling:
• Communicate provider vacations, CME dates, and unscheduled days off.
• Inform of schedule/location changes.
• Other Communications:
• IT: Manage provider issues and new provider setups.
• FOA Supervisor: Handle unscheduled absences and patient charting errors.
• Credentialing: Update on new providers, licensing issues, and CPR.
  
  

Administrative Reporting and Quality Assurance

• Reporting:
• Daily appointment analysis, weekly encounter count, and various monthly reports.
• Communicate kept appointments without charges, CME/license/dues annual reports, and monthly slot utilization reports.
• Quality Assurance:
• Review charts for medication reconciliation and chart signature percentages.
• Disseminate findings to providers.
  
  

Qualifications

• Bachelor’s degree in healthcare administration, business administration, or a related field.
• Minimum of 3-5 years of experience in healthcare administration or practice management.
• Strong organizational, communication, and leadership skills.
• Proficiency in healthcare management software (e.g., ADP, NextGen).
• Ability to manage multiple tasks and priorities effectively.
  
  

Skills And Competencies

• Strategic thinking and problem-solving.
• Excellent interpersonal and communication skills.
• Detail-oriented with strong analytical abilities.
• Leadership and team management.
• Financial acumen and budget management.
  
  

Work Environment

• Primarily office-based with occasional travel to other practice locations.
• Interaction with various stakeholders, including providers, staff, patients, and external vendors.
  
  

Compensation

• Competitive salary based on experience and qualifications.
• Comprehensive benefits package including health insurance, retirement plan, and paid time off.