Practice Manager

Description

Position purpose

An employee with responsibility/accountability for leading and managing one clinic locations. Instrumental in defining the mission, goals, budget and performance standards for the clinic and communicating it to the staff. Responsible for managing the operations of both locations, and being able to lead teams to a high level of positive patient customer service. Utilizes knowledge of organization policies, procedures, and systems. Uses skills in planning, organizing, delegating, and supervising. Must work effectively with physicians, staff, patients, public and external agencies. Must have ability to take initiative and to exercise independent judgement, decision-making and problem-solving expertise.

Responsibilities/Duties/Functions/Tasks:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Leadership Skills: Leads employees to accomplish all job objective; inspires confidence and motivation; clearly defines expectations, and maintains personal effectiveness under pressure.
2. Helps establish/implement goals, objectives, policies, procedures, and systems for the clinic.
3. Monitors and controls clinic expenditure within approved budget.
   1. Keeps inventory of all product and supplies.
   2. Daily monitoring of supplies utilization and making sure controls are in place for inventory.
4. Determines system for interdepartmental functions in keeping with clinics systems and communicates to staff. Monitors effectiveness.
5. Able to provide physician reports and provide consultation as needed.
6. Demonstrates leadership skill of:
   1. Critical Thinking
   2. Conflict Management
   3. Negotiation and Motivation
   4. Personnel Development
7. Fosters the goals of team building with clinic staff.
8. Demonstrates appropriate delegation and coordination of tasks and duties in the operations of physician clinic, using appropriate organizational/priority setting skills.
   1. Establishes a system of communication to coordinate activities/functions.
   2. Assigns responsibility for interdepartmental function.
   3. Develops the leadership skills of staff through delegation of responsibility.
   4. Empowers staff to achieve their best professionally and guides them through creative problem solving.
9. Revenue Cycle Management
   1. Develops ongoing communication with RCM team.
   2. Monitor all collections and report monthly metrics to management.
   3. Denial Management
   4. Maintains 95% or better adjusted next collection rate.
10. Scheduling
    1. Review clinic volumes daily to make sure provider schedules are filled.
    2. Review no show and cancellation report daily. Work with staff to reschedule and review charge entry for no shows.
    3. Recalls-ongoing review to assure a process is in place and recalls are being entered in system.
11. Staffing Schedules
    1. Staff must have schedules for starting and ending their work shift two weeks in advance.
    2. Provide timely staffing coverage.
    3. Monitor overtime, and follow policy to assure all overtime is pre-approved.
    4. Monitor mileage expense reports for accuracy.
12. Financials and Budget
    1. Review monthly P & L for continuous improvement of revenue and expense opportunities.
       1. Must provide a follow up strategy to management for areas of opportunities.
       2. Review expenses thoroughly.
       3. Must review any order request and make sure aligned with budget.
       4. Communicate any requests for that follow are capex policy.
       5. Work with Management on creating or enhancing budgets for clinic location.
       6. Responsible for clinic location performance.
13. Marketing
    1. Partner with Marketing on nearby clinic events.
    2. Participate in outreach efforts with referring providers.
    3. Communicate and evaluate any marketing needs for clinic locations.
    4. Must always keep the business budget in mind when making requests.
    5. Review social media and provide suggestions for content.
14. Communication
    1. Provide ongoing communication to teams.
    2. Create or establish daily huddle meetings.
    3. Monthly staffing meetings scheduled 5 days in advance and must be creative with timing with keeping the business needs in mind.
       1. Keep providers up to date with any communication and ask for feedback for agenda.
    4. Provide agenda and minutes to teams.
15. Recruitment Talent Management
    1. Work closely with Human Resources on recruitment efforts.
    2. Must be timely with response to any potential candidate from time of application and interview.
    3. Must follow up timely with HR Manager.
    4. Must have an understanding of the need of each role whether its new or a replacement. All positions must always be reviewed to make sure it meets the business needs.

Qualifications

Qualified applicants will have the following:

Education: Associates degree in Business is preferred

Experience: Minimum 3-5 years medical office management is required. Dermatology experience is preferred

Performance Requirements:

• Knowledge of clinic and company policies and procedures
• Knowledge of medical terminology and insurance practices
• Knowledge of Nextgen or EMA computer programs and applications
• Knowledge of CPT and ICD-10 coding
• Knowledge of managed care, Medicare, and Medicaid guidelines
• Skill in effective personnel management including training staff and delegating duties
• Skill in written and verbal communication
• Ability to work effectively as a team member with physicians and other staff
• Ability to respond timely to changing demands
• Ability to plan, organize, prioritize and direct the work of others
• Ability to establish and maintain effective working relationships with patients, employees, and the public
• Prior experience interviewing candidates and determining staffing needs
• Assist with credentialing physicians and mid-level providers
• Experience managing patient issues

Other Requirements:

• Valid Driver License with acceptable driving history
• Pre-employment criminal history and credit check

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, postal machines, etc.

Work Environment: Position is in a well-lighted medical office environment. Occasional evening and weekend work.

Physical Requirements: Work requires hand dexterity for office machine operation, stooping and bending to files and supplies, mobility to complete errands, or sitting for extended periods of time. Occasionally lifting files or paper weighing up to 20 pounds. Stress can be triggered by multiple staff demands and deadlines. view computer screens for long periods of time. Occasional evening or weekend work may be required.

Please note, any offer of employment is contingent on the successful completion of pre-employment background checks. A record with prior conviction is not an absolute bar to employment.

No phone calls or agencies, please.