Company Overview
Dynamic Physical Therapy is a dedicated outpatient clinic providing high-quality rehabilitation services. As a locally owned family business, we prioritize partnership with our clients to support their journey toward optimal health through education and exercise, fostering lifelong wellness.
Job Overview
We are seeking a highly skilled and proactive Business Office Manager to oversee the administrative and financial operations of our clinic. The ideal candidate will possess extensive experience in medical office management, financial oversight, and healthcare administration. This role requires a strong understanding of medical billing, coding, compliance, and staff supervision to ensure smooth clinic operations and excellent patient service.
Intrinsic Responsibilities:
Responsible for the day-to-day management of the business office, in consultation with the Owner and in coordination with the clinical director, while concurrently aiding the Owner with executive duties. Responsible for the day-to-day management of operations and facilities.
Essential Job Functions:
- Handle day-to-day problems/questions within the front office team.
- Manage schedules and time sheets for front office staff
- Oversee the hiring, training, and development of front office team members.
- Interview Potential Candidates; Make Offer to Candidates (Approved by owner)
- Perform Onboarding of new front office team members; Develop training and educational programs for onboarding new staff members; Make sure competencies are met and the new hire is aware of all policies and procedures.
- Ensure all front office staff is fully trained and able to perform their assigned jobs.
- Train and monitor staff to deliver optimal customer service experience striving to exceed our patient’s expectations with each interaction.
- Keep a pulse on the front office staff to ensure Morale is high. Company culture and employee health (both mental and physical) are of utmost importance
- Coordinate with the owner to plan team events and staff recognition
- Manage productivity and efficiency within the front office team.
- Oversee scheduling of patients within the practice, including blocking therapist schedules and following payor-specific limitations/policies.
- Take ownership of key performance indicators and create action plans for improvement when needed.
- Weekly check-ins as a team and individually to ensure KPIs and individual staff goals are being met as well as to set priorities, delegate tasks, and solve problems
- Track and Monitor Designated KPIs on a Weekly, Monthly, Quarterly, and Annual Basis.
- Coordinate with C.O.O. and/or the Owner to determine metrics to be tracked and reported.
- The overall Goal is to Achieve 100% full schedule two days in advance, > 90% Arrival Rate, Vacancy rate to be at least 5% less than cancellation rate
- Oversee referral management to ensure referrals are scheduled in a timely manner, following policies and insurance regulations, and to optimize patient caseload. Provide monthly reports on referral trends (i.e. including but not limited to overall referral numbers, referrals by payor, referrals by clinic/provider, conversion rate).
- Set your department’s organization chart; hire and fire as needed to build your winning team.
- Participate in Weekly Leadership Team Meeting providing updates on KPIs and other assigned projects
- Participate in Bi-Annual Planning Meetings
- Oversee and participate in A/R tasks, including but not limited to:
- Receiving and recording of mailed-in payments
- Processing charges and payments submitted in-office
- Monitoring and reporting on in-office collections
- Perform general reception, scheduling, insurance, clerical, and other duties as necessary or requested.
- Manage Department Budget and Use Operational Resources Efficiently
- Comply with the Facility’s Comprehensive Compliance Plan (CCP), which includes but is not limited to Business & Clinical Operations, Environmental Health & Safety, HIPAA, Human Resources, and Code of Conduct, as well as all facility policies and procedures and educational requirements associated with the CCP
- Monitor and carry out compliance for front office team
- Understand, relate, implement, review/revise, and enforce Business Office and other operational policies, procedures, guidelines, and compliance mandates
- Comply with all local, state, and federal regulations, training, and instruction requirements, as well as any other standards that govern healthcare services provision.
Position Requirements:
- Attention to detail—mathematical, accounting, and data processing
- Advanced computer and software skills and proficiency
- Software/hardware updates and maintenance procedures
- Software programs: Billing & practice management system, Excel, Internet Explorer, Microsoft Office, etc.
- Communication skills—written, verbal, and general interactive
- Organizational skills—priority setting, file maintenance, report generation, and multi-task time management
Education:
- High school or equivalent skills & aptitude; prefer business school graduate
- Intermediate/Advanced computer courses or equivalent preparation
Experience:
- Must have Outpatient Clinic experience
- Medical office management or specialty position experience
- Medical A/R and insurance claims processing/management
Physical Demand Capacity:
Consistent with published industry PDC norms or minimally:
- Sitting---routinely for 1-2 hours uninterrupted
- Lifting---occasionally light loads (5-10 pounds)
- Bending & reaching—routinely for office duties
- Walking—routinely to access other personnel
- Viewing monitor screen/using keyboard—routinely >1 hour duration
Exposure Determination:
- Has the potential for Hazardous Substance Exposure due to work duties
- Has thepotential for Bloodborne Pathogen Exposure due to work duties
HIPAA Status:
·Has been determined as eligible for access to/use of PHI & EPHI based on work duties and responsibilities in compliance with ‘minimal necessary’ standards
The above statements are intended to describe the general nature and level of work performed in this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.
Hiring Timeline & Process:
- This job post will close on Friday, June 5th at 5PM
- Hiring process includes phone screen and in person interview with owner
Pay: $42,000.00 - $58,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
