What are the responsibilities and job description for the Location Manager position at Thrive Health Systems?
Who We Are: Thrive Health Systems is a healthcare company that strives to help people achieve the best possible results in the fastest and safest way possible through natural solutions beyond just chiropractic care. We believe that healthcare can be far less expensive when a proactive approach is used. Founded in 2010 out of the back of a small home in Colorado Springs, CO, Thrive has the vision to be the next evolution in healthcare. 13 years and thousands of patients later, that evolution is well underway.
Job Description: The Location Manager is responsible for the logistics of the location in which they work, maintaining and growing the quality of service and revenue of the business. We like to say that “they are in charge of the front door to the back door, floor to ceiling”. This requires technical business skills as well as mundane tasks like picking up trash in the parking lot, or ensuring ice is melted and swept after a storm. The job requires management of financials, staff, cleanliness, billing, collections, leasing, statements, paying bills, problem solving, marketing, training and coaching, hiring and firing.
Reporting: The Location Manager reports to the Director of Operations
Duties:
Manage all staff schedules and workloads. Ensure doctors check in and out with you. Ensure that they complete all administrative work. Ensure your Front Desk staff are trained on all aspects of their work including marketing promos and changes to the normal. Provide information on payroll two times a month as requested via email, for the 15th and the last day of the month to HR director
Provide excellent customer service that minimizes loss of revenue due to refunds, leads lost, leads not called back, sloppy notes, not collecting at the front, inappropriate PI structure, sloppy billing that leads to denials, past due A/R
Perform back office and administrative management duties inclusive of audits and daily reporting
Manage the cash handling of petty cash in the office, deposits and End of Day Reports. Make bank deposits twice weekly on Tuesdays and Fridays.
Purchase supplies for the office. Office supplies should be tracked through the Office Supply list on Drive. All supplies desired to be ordered over $250 need prior approval from your supervisor.
Perform Pre-Shift meetings where you update all team members on upcoming activities of the day and initiate motivation for the entire office
Attend required meetings to keep updated on important changes with patients and to inform of operational changes
Perform all HR duties related to your staff. This includes hiring, onboarding, training, performance reviews, documentation, reprimands, commendations, and firing if required.
Provide training to staff consistently to keep them up to date on all changes and new procedures
Maximize support staff’s time in office (cross-training)
Lead pre-shift daily to inspire and train your team to success
Continue to improve office morale, energy and sense of mission
Schedule: 40-50 hours per week, non-exempt, but dependent on demand of service
Expectations:
KPI management: 1:1, set rate and cancellation rate. Stats reporting and management. Time off request management that limits operational interference. Schedule management, time blocking to align with Doctor and Clinic goals. Driving the schedule as a priority.
Limit Liability: Hire/Fire legally, bill legally, do not discriminate, diffuse complaints, train, manage safety and cleanliness, abide by HIPPA, make recommendations for continued improvement to liability, abide by office handbook and help develop better procedures
Manage and Improve Daily Operations: This frees the business developer/owner to focus on working "on" the business, rather than "in" it. All daily operations of the clinic are the Location Manager's responsibility, whether or not they are physically at the office.
Lead and develop your staff: Designate time in yours and their schedules to set regularly scheduled management meetings. These meetings are intended to identify problems and implement solutions. These meetings should also be focused on the growth and development of your team.
Create an exceptional patient experience. We want every patient to feel that they were served well and exceeded their expectations.
Goals
Maintain at least $100,000 in annual revenue per employee.
Stabilize revenue growth that doesn’t fluctuate down more than 15% in any given month.
Manage an office supply cost of < 10% of revenue, all purchases over $250 must have approval.
Limit 90 day Accounts Receivable to include Personal Injury (PI) and Major Medical claims to 5% of total charges per category
100% of all new patients are communicated with and confirmed. Zero new patients fall through the cracks.
Ensure that all new patients have an ROF or are determined as “Disqualified” to keep 1:1 ratio tight.
Execute internal marketing events/offer monthly
Lunch: One Hour Daily, dependent upon schedule
Audits/Reviews
Financial Plans (Daily, by you)
Weekly Manager Meetings & Reporting (Weekly, by you, input on Friday)
Master List Management (Weekly)
New Patient by Source (Monthly, accomplished mainly by doctors)
Declines List (Daily)
Incomplete Notes / Charges (Weekly)
Insurance Denials (Weekly, accomplished mainly by doctors)
Petty Cash audits (Daily)
Inventory Audits (Weekly)
Live Lead Flow Sheet (Daily)
Aged Patient Receivables (Monthly, accomplished mainly by doctors)
Aged Payor Receivables (Monthly, accomplished mainly by doctors)
Job Description: The Location Manager is responsible for the logistics of the location in which they work, maintaining and growing the quality of service and revenue of the business. We like to say that “they are in charge of the front door to the back door, floor to ceiling”. This requires technical business skills as well as mundane tasks like picking up trash in the parking lot, or ensuring ice is melted and swept after a storm. The job requires management of financials, staff, cleanliness, billing, collections, leasing, statements, paying bills, problem solving, marketing, training and coaching, hiring and firing.
Reporting: The Location Manager reports to the Director of Operations
Duties:
Manage all staff schedules and workloads. Ensure doctors check in and out with you. Ensure that they complete all administrative work. Ensure your Front Desk staff are trained on all aspects of their work including marketing promos and changes to the normal. Provide information on payroll two times a month as requested via email, for the 15th and the last day of the month to HR director
Provide excellent customer service that minimizes loss of revenue due to refunds, leads lost, leads not called back, sloppy notes, not collecting at the front, inappropriate PI structure, sloppy billing that leads to denials, past due A/R
Perform back office and administrative management duties inclusive of audits and daily reporting
Manage the cash handling of petty cash in the office, deposits and End of Day Reports. Make bank deposits twice weekly on Tuesdays and Fridays.
Purchase supplies for the office. Office supplies should be tracked through the Office Supply list on Drive. All supplies desired to be ordered over $250 need prior approval from your supervisor.
Perform Pre-Shift meetings where you update all team members on upcoming activities of the day and initiate motivation for the entire office
Attend required meetings to keep updated on important changes with patients and to inform of operational changes
Perform all HR duties related to your staff. This includes hiring, onboarding, training, performance reviews, documentation, reprimands, commendations, and firing if required.
Provide training to staff consistently to keep them up to date on all changes and new procedures
Maximize support staff’s time in office (cross-training)
Lead pre-shift daily to inspire and train your team to success
Continue to improve office morale, energy and sense of mission
Schedule: 40-50 hours per week, non-exempt, but dependent on demand of service
Expectations:
KPI management: 1:1, set rate and cancellation rate. Stats reporting and management. Time off request management that limits operational interference. Schedule management, time blocking to align with Doctor and Clinic goals. Driving the schedule as a priority.
Limit Liability: Hire/Fire legally, bill legally, do not discriminate, diffuse complaints, train, manage safety and cleanliness, abide by HIPPA, make recommendations for continued improvement to liability, abide by office handbook and help develop better procedures
Manage and Improve Daily Operations: This frees the business developer/owner to focus on working "on" the business, rather than "in" it. All daily operations of the clinic are the Location Manager's responsibility, whether or not they are physically at the office.
Lead and develop your staff: Designate time in yours and their schedules to set regularly scheduled management meetings. These meetings are intended to identify problems and implement solutions. These meetings should also be focused on the growth and development of your team.
Create an exceptional patient experience. We want every patient to feel that they were served well and exceeded their expectations.
Goals
Maintain at least $100,000 in annual revenue per employee.
Stabilize revenue growth that doesn’t fluctuate down more than 15% in any given month.
Manage an office supply cost of < 10% of revenue, all purchases over $250 must have approval.
Limit 90 day Accounts Receivable to include Personal Injury (PI) and Major Medical claims to 5% of total charges per category
100% of all new patients are communicated with and confirmed. Zero new patients fall through the cracks.
Ensure that all new patients have an ROF or are determined as “Disqualified” to keep 1:1 ratio tight.
Execute internal marketing events/offer monthly
Lunch: One Hour Daily, dependent upon schedule
Audits/Reviews
Financial Plans (Daily, by you)
Weekly Manager Meetings & Reporting (Weekly, by you, input on Friday)
Master List Management (Weekly)
New Patient by Source (Monthly, accomplished mainly by doctors)
Declines List (Daily)
Incomplete Notes / Charges (Weekly)
Insurance Denials (Weekly, accomplished mainly by doctors)
Petty Cash audits (Daily)
Inventory Audits (Weekly)
Live Lead Flow Sheet (Daily)
Aged Patient Receivables (Monthly, accomplished mainly by doctors)
Aged Payor Receivables (Monthly, accomplished mainly by doctors)
Salary : $100,000
