Practice Manager (Pediatric Clinic)

The Rainbow Pediatric Office Manager position is responsible for overseeing the day-to-day administrative and operational activities of a pediatric clinic. They play a key role in ensuring smooth workflow, patient satisfaction, and compliance with healthcare regulations. Below is a detailed job description:

Job Title: Rainbow Pediatric Practice Manager

Job Summary:

The Pediatric Clinic Office Manager is responsible for managing the administrative functions of the pediatric clinic, including overseeing front office staff, scheduling appointments, ensuring efficient patient flow, managing office supplies, handling billing and insurance, maintaining patient records, and ensuring adherence to regulatory guidelines.

Key Responsibilities:

1. Staff Management:

• Supervise front office staff, including receptionists, medical assistants, and other administrative personnel.
• Provide training and development to staff, ensuring they are up to date on clinic policies and procedures.
• Manage staff scheduling and monitor performance.
• Address staff issues or conflicts and provide coaching as needed.
• Managing PTO process and request.

1. Patient Scheduling & Flow:

• Oversee appointment scheduling to ensure an efficient patient flow and minimize wait times.
• Manage patient check-in/check-out process.
• Ensure proper documentation is collected from patients, including insurance information, medical histories, and consent forms.

1. Billing and Insurance:

• Supervise billing procedures, ensuring that claims are processed accurately and on time.
• Verify insurance information and ensure that the clinic is in-network with all insurance providers.
• Assist patients with insurance inquiries and financial concerns.
• Ensure compliance with healthcare billing regulations and codes.

1. Patient Records Management:

• Ensure accurate and timely entry of patient data into the Electronic Health Record (EHR) system (Athena)—Strong Requirement
• Maintain confidentiality and comply with HIPAA regulations.
• Ensure that patient records are up to date and easily accessible for healthcare providers.

1. Customer Service:

• Provide a welcoming and friendly environment for patients and families.
• Handle patient inquiries, complaints, and concerns with professionalism and empathy.
• Work to resolve any issues or conflicts in a timely manner.

1. Operational Efficiency:

• Ensure the clinic runs smoothly by monitoring daily operations, including waiting times, staff performance, and patient flow.
• Ensure the clinic is clean, organized, and well-maintained.
• Oversee the management of medical and office supplies to ensure they are stocked and in good condition.

1. Regulatory Compliance:

• Ensure the clinic complies with all local, state, and federal healthcare regulations, including HIPAA, OSHA, and other relevant laws.
• Stay updated on healthcare laws, regulations, and industry trends to ensure the clinic remains compliant.

1. Financial Management:

• Assist with budget management, including tracking expenses, payroll, and cost control.
• Monitor revenue and expenditures to ensure the clinic operates within budget.

1. Reporting & Documentation:

• Generate reports on clinic performance, including patient volume, financials, and staff performance.
• Maintain accurate documentation of policies, procedures, and employee performance reviews.

Skills & Qualifications:

• Education: Bachelor’s degree in healthcare administration, business, or a related field preferred. Mater’s Degree Preffered. 
• Experience: 5-7 years of experience in healthcare administration or office management, preferably in a pediatric or medical setting.
• Skills:
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in medical office software, EHR systems, and basic office applications (e.g., Microsoft Office).
• Knowledge of healthcare billing, coding, and insurance processes.
• Familiarity with HIPAA compliance and other healthcare regulations.
• Attributes:
• Compassionate and patient-focused with the ability to engage with children and families in a professional and friendly manner.
• Leadership abilities and the ability to manage and motivate a team.
• Ability to work under pressure and handle sensitive situations with discretion.

Work Environment:

• Full-time, typically Monday to Friday, with occasional evening or weekend hours as required. 
• Work in a pediatric medical office, requiring regular interaction with children, families, and medical professionals
• Remote Work
• Must reside within 30 miles/ 45 minute commute time. Relocation Assistance is available.