Practice Manager

POSITION SUMMARY

The Practice Manager is responsible for overseeing the day-to-day operations of the clinical practice, ensuring smooth and efficient functioning in a high-demand healthcare environment. The role involves optimizing patient flow, ensuring regulatory compliance, and facilitating financial and operational processes to achieve clinic goals and provide quality care in alignment with leadership expectations and industry standards.

ESSENTIAL RESPONSIBILITIES

Role responsibilities include but are not limited to the following:

• Oversee daily clinical operations, ensuring that all departments within the clinic function efficiently.
• Implement and maintain office policies, procedures, and systems that streamline operations and improve patient care.
• Ensure the clinic is fully equipped and operational, managing the procurement of medical supplies, equipment, and resources.
• Initiate and maintain clinician enrollment/credentialing in Medicaid, Medicare, and third-party payors.
• Develop staff schedules to optimize clinician utilization, ensuring adequate clinical coverage.
• Ensure that patients receive high-quality care and service by monitoring patient flow, wait times, and patient feedback.
• Schedule all clinical appointments, follow up on phone calls, and complete appointment reminder phone calls.
• Initiate billing activity by overseeing and/or obtaining complete insurance information upon intake, verify coverage, obtain authorization, monitor plan and benefit limits.
• Oversee and/or complete the collection of plan co-payments, co-insurances, deductibles and unpaid balances at time of services.
• Monitor timely completion of clinician billable encounters.
• Address patient complaints and resolve any service-related issues promptly to maintain satisfaction and retention.
• Type and maintain correspondence including letters, memos, contracts, forms, reports, logs, and charts as required.
• Coordinate school consultations contract requests.
• Monitor expenses and financial performance, adjusting to ensure the clinic remains within budget.
• Ensure the practice complies with all relevant healthcare regulations, including HIPAA, OSHA, and other local, state, and federal requirements.
• Prepare for and oversee audits, inspections, and accreditation processes to maintain compliance.
• Monitor key performance indicators (KPIs) related to clinic operations, patient care, and financial performance.
• Lead initiatives to improve clinic efficiency, patient care, and overall quality of service.
• Conduct regular reviews of clinic performance and implement improvement plans as necessary.
• Oversee the clinic’s use of electronic health records (EHR) systems, ensuring that they are fully functional and compliant with industry standards.
• Troubleshoot technical issues or coordinate with IT support as needed.
• Supervise administrative staff (e.g. Treatment Coordinator and clerical support staff).
• Foster effective communication between clinical and administrative staff, as well as effectively collaborate with organizational departments to ensure seamless clinical operations.
• Serve as the main point of contact for staff, external partners, vendors, and patients when addressing operational concerns.
• Work with other healthcare providers to align the practice’s goals with the clinical needs of the patients.
• Promote a culture of compassionate care and professional conduct among all staff
• Other duties as assigned.

REQUIRED SKILLS AND ABILITIES

• Strong leadership, communication, and interpersonal skills.
• Knowledge of healthcare regulations, including HIPAA and OSHA.
• Knowledge of Medicare/Medicaid and third-party payors.
• Proficiency in EHR systems and medical software.
• Problem-solving skills with the ability to make decisions in high-pressure environments.

EDUCATIONAL REQUIREMENTS/QUALIFICATIONS/EXPERIENCE

• Bachelor's degree in related field is preferred, associate’s degree required.
• At least 3 years of relevant experience in medical practice management or a similar healthcare role.
• Experience managing clinical operations in a healthcare setting.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• Job related tasks may involve exposure to blood, body fluids, tissue or spills or splashes from these substances. May have exposure to unpredictable individuals and situations when working at Kelberman sites.
• The employee frequently is required to stand, walk and sit. Must be able remain in a stationary position for extended periods of time.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position without compromising workflow and efficiency.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. This job description may be changed at any time and does not constitute a contract or agreement.