Medical Practice Manager

JOB DESCRIPTION

Job Title:

Practice Manager

Department:

Administrative – Salary Exempt

Reports To:

Practice Administrator

Position Summary

The Practice Manager oversees the operations, development, and success of the practice and acts as an ambassador to patients, the general public, physicians and staff. The Practice Manager understands internal and external customer needs and delivers an outstanding level of service by modeling the way for others, while accomplishing the primary goal of efficiently and effectively providing services that exceed patient expectations and improve clinical and financial operations.

Essential Duties & Responsibilities

·        P&L responsibility for practice, managing all aspects of clinical and business operations, employee and physician relations, while improving profitability, cash flow and quality of patient services.

·        Communicates expectations and manages the day-to-day activities of staff, ensuring the office is staffed appropriately and desired outcomes are met or exceeded.

·        Leads by example and functions as a member of the administrative or clinical team, dependent on core discipline.

·        Leads all areas of the practice and serves as a subject matter expert, within scope, in all areas associated with core functions of the clinical/administrative team.

·        Aligns operations with the overall mission, vision and values of the organization.

·        Manages assigned budgets, controls costs, and allocates resources effectively; works collaboratively with leadership to optimize revenue streams; ensures financial sustainability while maximizing high-quality care.

·        Executes effectively all process improvement activities and addresses all issues with a solution-oriented approach. 

·        Coaches, mentors and develops their team to excellence and fosters professional growth.

·        Ensures operational procedures and clinical standards are met, and that practice is staffed with competent, professional team members during scheduled hours of operation.

·        Partners collaboratively with the broader leadership team on short term staffing needs and leverages resources appropriately.

·        Takes a collaborative and proactive approach to problems and acts with a strong sense of urgency to address unplanned issues.

·        Interviews, hires and coordinates training of new staff following established protocols.

·        Trains and mentors Front Office Coordinators and Clinial Team Leads as applicable.

·        Regularly reviews productivity and makes staffing adjustments as needed.

·        Monitors and approves time and attendance and ensures proper licensure requirements for staff.

·        Analyzes financial data and operational metrics to monitor progress and success of each practice location and positively engages all team members to ensure results are achieved.

·        Reviews daily audits, signs off on them daily and faxes the completed audit to the CBO.

·        Oversees the patient portion of accounts receivable.

·        Monitors inventory and places orders for supply (and/or delegates to appropriate colleagues as defined).

·        Owns employee and provider retention and makes impactful improvements.

·        Leverages excellent communication skills and acts with honesty and integrity in all aspects of the role, creating a positive and engaged culture while serving as a true champion for change management.

·        Responds to requests from all stakeholders in a timely manner.

·        Solution-oriented with proactive approach to daily operations and finances.

·        Participates in marketing activities to develop relationships with community physicians and various referral sources.

·        Assures practices are in full compliance with company policies, regulations and legal requirements.

·        Leads staff to provide the highest quality clinical care and customer service and ensures practice is complying with industry and company standards.

·        Responsible for all coordination with landlord and preferred vendors for site issues.

·        Engages with patients, providers, and staff in a positive and supportive manner, addressing any concerns or complaints timely.

·        Promotes teamwork to ensure the practice runs effectively and meets objectives.

·        Monitors and manages employee performance as needed in collaboration with leadership Human Resources.

·        Ensures clinical and clerical policies, procedures, checklists and audits are carried out on a daily basis.

·        Ensures clinical and clerical policies, procedures, checklists and audits are completed as defined.

·        Ensures efficient use of allocated administrative time and serves as part of core staffing for the practice at all other times, as defined by administrative grid, unless otherwise approved by senior leadership (AVP or above). Ensures Front Office Coordinators and Clinical Team Leaders, as applicable, do the same.

·        Identify and recommend policies and procedures as needed for continuous improvement, and to ensure quality, compliance, accuracy and cost efficiency.

Qualifications

EDUCATION AND EXPERIENCE

·        Bachelor’s or advanced degree preferred.

·        Medical office experience to include charge entry, coding, posting, adjustments, scheduling, registration, medical records preferred.

·        Understanding of clinic and financial operations management.

·        Skills in leadership, team building and communication.

·        Excellent judgment, dependability, and conscientious performance. Detail oriented.

Knowledge, Skills, Abilities

• Safety and Confidentiality - Follows OSHA regulations and the safety guidelines of the Practice. Follows HIPAA policies and procedures. Respects and maintains patient confidentiality.
• Customer Service — Knowledge of principles and processes for providing customer service; the ability to demonstrate a series of activities designed to enhance the level of both internal and external customer satisfaction.
• Organization — Uses time efficiently by prioritizing and planning work activities; is methodical and efficient in structuring tasks to be accomplished.
• Professional Maturity — The ability to separate emotional feelings from the real issues at hand. The ability to legitimately and objectively challenge the substance of our beliefs and biases of our observations.

·        Time Management — Managing one's own time and the time of others; the ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).

·        Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Interpersonal Communication — Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation
• Communication — The ability to write and speak effectively using appropriate convention based on the situation; actively listens to others, asks questions to verify understanding, and uses tact and consideration when delivering feedback to others.  

Physical Demands

Physical Demands: Anticipate lifting 20-25 pounds in any given day. Tasks and expectations may vary by clinical site and medical practice. Substantial movements (motion) of the wrist, hands, and/or fingers in a repetitive manner. May be exposed to acutely ill patients, communicable diseases, blood borne pathogens, and airborne allergens used during skin testing and immunotherapy.

Work Environment

Well-lighted, heated and/or air-conditioned indoor clinic office setting with adequate ventilation; Moderate noise (examples: business office with computers and printers, light traffic) Typical schedule is Monday through Friday with regular working hours; travel to other clinics or administration office will be required.