Job Summary:
In collaboration with the Clinic Director, the Practice Manager is responsible for the leadership, direction, coordination and management of the daily operations and personnel of an assigned clinic(s). The Practice Manager assures that the department functions efficiently to support the physicians and/or midlevel providers in providing safe and compassionate patient care. The Practice Manager will report directly to the Clinic Director and work closely with the providers, clinical staff and front desk staff of the assigned clinic(s).
Functional Demands:
FLSA: Exempt
Department: Jennie Stuart Health Provider-Based Clinics
Reports to: Clinic Director
Supervises: Staff within assigned office(s)
Physical Demands: Regularly (R). Essential (E) or Non-Essential (NE)
Vision (Corrected/Normal), Colored Vision
Hearing (Corrected/Normal)
Sense of Touch, Sense of Smell, Finger Dexterity, Temperature Discrimination, Clear Oral Communication
Pushing, Lifting, Lifting (Floor to Waist), Lifting—12” to waist, Lifting—Waist to Shoulders,
Lifting—Shoulder to Overhead, Reaching Overhead, Reaching Forward, Carrying, Standing, Sitting, Squatting, Stooping, Kneeling, Walking, Running, Crawling, Climbing, Stairs (Ascending/Descending), Turning (Head/Neck), Repetitive Leg/Arm Movement, Use of Foot or Hand Controls
Organizational Expectations:
- Provides a positive and professional representation of the organization.
- Promotes culture of safety for patients and employees through proper identification, reporting, documentation, and prevention.
- Maintains standards for a clean and quiet patient environment to maintain a positive patient care experience.
- Maintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practice.
- Adheres to infection-control policies and protocols, medication administration and storage procedures, and controlled substance regulations.
- Participates in ongoing quality improvement activities.
- Maintains compliance with organization’s policies, as well as established practices, protocols, and procedures of the position, department, and applicable professional standards.
- Complies with organizational and regulatory policies for handling confidential patient information.
- Demonstrates excellent customer service through his/her attitude and actions, consistent with the standards contained in the Vision, Mission, and Values of the organization.
- Adheres to professional standards, policies and procedures, federal, state, and local requirements, and/or standards from other accrediting bodies, such as The Joint Commission, Rural Health, and Center for Medicare Services.
Job Duties:
Operational and Leadership:
- Provides a positive and professional representation of the organization while ensuring that the clinic and its staff maintain a high level of ethical and professional standards.
- Stays up-to-date on a plethora of factors that affect the performance of a healthcare facility, including keeping abreast of procedures, techniques, and equipment within assigned practice(s).
- Supervise daily operations of clinic(s) and coordinates the work activities and schedules.
- Manages care of patients within assigned clinic(s) . Evaluates practice workflows to ensure provision of safe, high-quality patient care by staff.
- Ensures that all business functions are running smoothly and all processes are effectively and efficiently in place.
- Reviews processes and makes recommendations for improvement. Identifies quality assurance and risk management issues and brings them to the attention of appropriate management.
- Works with team to achieve organizational goals to include financial, quality, and patient satisfaction.
- Participates with Clinic Director in regularly scheduled staff meetings. Attends interdepartmental meetings, trainings, in services, etc. as required.
- Assures adequate medical record retention and storage as applicable in relation to assigned areas.
- Assesses and maintains compliance with all regulatory agencies to assure a safer work environment.
- Implements recommendations from audits.
- Communicates regularly with the Clinic Director, keeping them informed of department activities, any problems that arise, and corrective steps taken.
- Works with support departments to develop and implement regular in-service programs to assist staff in remaining current with policies and procedures, certifications, competencies, etc.
- Maintains knowledge of all clinic and applicable hospital policies and procedures. Communicates, promotes, and applies policy and procedure with all employees.
- Maintains practice focus on patient satisfaction; reviews survey results and implements improvement plans. Receives and processes patient complaints. Promotes all patient satisfaction initiatives.
Financial:
- Operates within the context of an established budget.
- Assists in the development of the annual staff and operating budgets; maximizes opportunities to meet and exceed budget guidelines; analyzes variance and prepares plan for improvement.
- Monitors ordering of pharmaceuticals, medical equipment and other supplies; assures efficient and mindful use of resources.
- Assures the maintenance of appropriate inventory levels.
- Collaborates with support departments on office billing, coding, receivables, and collections functions. Assures all charges are captured and accurately entered.
- Identify capital requests for the clinic(s) and collaborates with Clinic Director on capital equipment requests.
Human Resources:
- Works with Human Resources, Clinic Director, and/or Practice Provider(s) on the hiring and on-boarding process of practice associates. Counsels and trains newly hired staff.
- Implements strategies to increase worker retention rates.
- Monitors, supervises, and evaluates performance of all direct reports. Provides performance feedback and first line of disciplinary actions. When needed, will seek input from Clinic Director and practice provider(s) for preparation of annual staff performance evaluations. Complete and submit to Human Resources in a timely manner.
- Reviews and approves weekly time records for all direct reports.. Monitors overtime and implements plans to minimize / eliminate future occurrences. Approves PTB and leaves-of-absence for all associates according to practice policy.
- Maintains adequate staffing levels and development of contingent staffing and cross coverage options for vacations and/or illnesses. Coordinates float and replacement coverage by working directly with other Office Managers, Clinic Supervisors, and/or Clinic Directors.
Environmental Services:
- Ensures safety and security for the office, patients, and associates.
- Ensures that office space, supplies, equipment and assistance are provided and maintained appropriately for medical staff and patient care.
- Contributes to the overall cleanliness and appearance of your personal workspace and department.
Non-Essential Functions/Marginal Duties:
- Accepts additional responsibilities as delegated by the Clinic Director and/or Vice President, Provider Based Clinics.
- All other duties as assigned
Required Skills
Skills:
- Excellent verbal and written communication skills
- Knowledge of office management practices including clinical policies, fiscal, and human resource management
- It is important for the candidate to have demonstrated success in developing and leading operational teams.
- Ideally the candidate will have proven practice management success in a similar group practice setting.
- Ability to plan, organize, delegate, and supervise
- Ability to assign, monitor, and evaluate outcomes of assigned tasks and goals
- Ability to clearly communicate and apply polices and principles to solve everyday problems and deal with a complexity of situations
- Time Management / Multi-tasking
- Word Processing / Computer
- Professionalism / Positive Attitude
Quality Focus
Required Experience
Work Experience: One to three years of supervisory experience including at least two years in a health care organization.
Minimum Education: A college degree, preferably a health-related degree. An associate degree or higher in a health-related field, business administration and/or related field is required, management experience running a physician practice and/or four to six years of medical office management experience preferred.
- Significant preference will be given to those with formal postgraduate work and/or degree in Business or Health Administration as well as demonstrable accomplishments in the areas outlined in job responsibilities.
Required License/ Certification/Registration: None
