Practice Manager – Physician Office - Bon Secours Cardiac Surgery

With a legacy that spans over 150 years, Bon Secours is a network that is dedicated to providing excellent care through exceptional people. At every level, everyone on our teams have embraced the call to provide compassionate care. Here, you can work with others who share common values, and use your skills to help extend care to all of our communities.

About Us

As a faith-based and patient-focused organization, Bon Secours exists to enhance the health and well-being of all people in mind, body, and spirit through exceptional patient care. Success in this goal requires a culture of compassion, collaboration, excellence, and respect. Bon Secours seeks people that are committed to our values of compassion, human dignity, integrity, service, and stewardship to create an environment where associates want to work and help communities thrive.

Practice Manager – Physician Office - Bon Secours Cardiac Surgery, St. Mary's Hospital & Memorial Regional Medial Center

Primary Function/General Purpose Of Position

This position manages the daily processes within the physician practice responsible for overall functioning of the practice including management of staff, workflow development, financial performance, patient, provider and staff satisfaction and billing compliance. Assist with the development of operational plans & budgets and implements performance improvement strategies within the departments. Responsible for the effective management of the non-clinical support service functions including medical records, patient documentation data entry, department payroll and office management. Maintains effective working relationships among support staff and oversees the timely and accurate dissemination of both internal and external patient care information. Performs all duties in a manner which promotes team concept and reflects the mission and values of Bon Secours Health System.

Key Relationships

• Works closely with the Regional Practice Administrator (RPA) to develop and implement operational & clinical workflows.
• Collaborates with peers in local and regional Bon Secours ministries.
  
  

Essential Job Functions

• Responsible for day-to-day cardiovascular surgical operations, keeping the RPA informed of significant variance from expected staff performance. Monitors deadlines, compliance and facilitates resolution of issues between administrative and clinical staff.
• Manages office functions to include adequate telephone/staffing coverage, payroll processing, supplies and forms, mail processing, functioning office machines, and efficient typing support.
• Ensures accuracy of payroll submission. Ensures overtime and/or temporary personnel are within budget. Assists staff with payroll issues.
• Directs and evaluates surgical workflow processes to provide maximum efficiency of daily operational activities. Provides ongoing training and monitoring of work performances to ensure product effectiveness.
• Implements and directs policies and controls to ensure appropriate compilation of patient demographics and financial data.
• Maintains understanding and working knowledge of all automation systems located in the departments.
• Works with the information systems to evaluate agency’s ongoing automation needs and recommends upgrades/enhancements to streamline operations and ensure agency’s ability to comply with regulatory body reporting requirements.
• Serves as agency liaison with Information Systems, Accounts Payable, Engineering, Maintenance, Housekeeping and other departments as needed.
• Participates in annual planning processes and budget preparations, prepare/maintain financial spreadsheets as directed.
• Works with the RPA to proactively assess internal operations, anticipate problem areas and develop logical, practical plans of action both long and short-term.
• Responsible for ensuring optimal staff and patient satisfaction by working closely with the leadership and participating in Press Ganey surveys.
• Conducts daily huddles and monthly staff and provider meetings. Prepares agendas and forwards action plans and meeting notes to RPA.
• Ensures compliance with system policy/procedure for all activities, as applicable.
• Monitors financial performance on a daily, weekly, and monthly basis. Identifies opportunities for improvement and develops plan to implement necessary changes to meet budget. Ensures compliance to standards with focus on volume, customer service initiatives, productivity, non-provider labor, clinical supply costs, etc.
• Implements and monitors policies and procedures on ordering, receiving, inspecting, pricing, stocking, and recording issuance of office supplies in a cost-effective manner.
• Purchases supplies and ensures proper value for funds expended. Evaluates invoices for accuracy, codes and submits invoices to A/P on a timely basis.
• Manages revenue cycle to established benchmarks including hold buckets.
• Ensures scheduling of staff to promote provider productivity as well as promote quality care and fiscal viability.
• Completes performance evaluation process for subordinate staff within each office.
• Collaborates with RPA to ensure staff maintain licensure and certifications as required along with quarterly competency evaluations. Provides on-going feedback to staff of performance throughout the year.
• Collaborates with RPA to counsel employees in disciplinary matters and obtain assistance from human resources as needed.
• Recruit, interview, and hire personnel as necessary and according to guidelines.
  
  

Required Qualifications

• Associate degree in management or related field, Healthcare HIGHLY PREFERED.
• Knowledge of medical background in office procedures including use of electronic medical record, patient flow, billing and referrals and authorizations.
• Computer proficiency including word-processing and spreadsheet applications and knowledge of electronic medical record software applications.
• Ability to use standard office equipment (i.e., computer, copier, phone, fax machine)
• Excellent written and oral communications skills necessary.
• Must have superb interpersonal skills and be able to handle difficult conversations effectively.
• Able to express opinions openly and honestly and provide feedback in a timely and productive manner.
• Demonstrated knowledge of the use of a variety of office equipment including but not limited to a personal computer, printer, typewriter, copier, fax machine, telephone, and calculator.
• Demonstrated ability to prioritize tasks and handle pressure and delicate situations. Evidence of leadership, initiative, and the ability to function with minimal supervision is required.
• Demonstrates flexibility to accommodate changes in workload assignments and react calmly and effectively in stressful situations.
• Ability to work independently and set priorities under minimal supervision.
• Ability to work within the defined values, mission, and vision of the organization.
• Ability to exam and re-engineer operations and procedures.
• Ability to collaboratively work with patients, families, and teams within a high-functioning environment.
• Medical terminology
• Attention to detail
• Ability to multitask
  
  

Referred Qualifications

• Bachelor’s degree
• One to three years of Leadership experience, preferably in a healthcare setting; or commensurate education and experience.
  
  

Other Functions

• Recognizes and performs other duties in the office as needed to maintain efficient office operations.
• Participates actively in quality improvement efforts.
• Will actively demonstrate excellence in service behaviors to increase patient satisfaction.
• Attends meetings for the benefit of department operations or personal management and growth
• Maintains communication with RPA on weekly basis to review financial performance targets as well as other projects defined by RPA.
• Works closely with the APCs and Physicians.
• Other duties as assigned
  
  

Working Conditions

• The individual performing this job may anticipate possible contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies regarding infection control.
• Travel outside the office maybe required. Main office location located at Memorial Regional Center, secondary office at St. Mary's Hospital (1-2x/wk)
• Possible overnight travel on occasion to attend seminars and training.
• Periods of high stress and fluctuating workloads may occur
• May have periods of constant interruptions
  
  

Many of our opportunities reward* your hard work with:

Comprehensive, affordable medical, dental and vision plans

Prescription drug coverage

Flexible spending accounts

Life insurance w/AD&D

Employer contributions to retirement savings plan when eligible

Paid time off

Educational Assistance

And much more

• Benefits offerings vary according to employment status
  
  

All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Mercy Health – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email recruitment@mercy.com. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at recruitment@mercy.com