Medical Practice Manager

3 weeks ago

Virginia Beach, United States Panacea Behavioral Health & Wellness Center Full time
Job DescriptionJob Description

I. Overview:

The Practice Manager is directly responsible for prioritizing resources, including staff, space and equipment, achieving department /division metrics, maintaining contracts and managing reporting deadlines associated with same, managing human resources issues (including hiring administrative staff in cooperation with the COO/CFO and the CEO, developing and communicating job description(s) and performance expectations to all administrative staff, evaluating administrative staff performance at 85 days after initial hiring and annually thereafter, and terminating staff if needed), managing issues with clinical staff, managing patient/client issues as needed, coordinating vendors access to the site, managing inventory controls and operating expenses. The Practice Manager also is responsible for developing and implementing operational practice standards of daily clinical operations, including but not limited to the front desk (check-in, check-out, collecting payments), maintaining medical records while serving as the HIPAA compliance officer, monitoring/managing the clinical support staff and providers. The Practice Manager is responsible for ensuring a positive, patient-centered atmosphere in the practice and ensuring interpersonal interactions in these areas are optimized through ongoing staff training, development, and monitoring.

II. ESSENTIAL RESPONSIBILITIES:

A. Provides clinical operations oversight by the development and implementation of policies and procedures to ensure patient-centered care, maintains the highest possible standards of care are implemented, and communicates at least weekly with the COO/CFO and CEO regarding clinical operations.

B. Monitor and ensure compliance to government policies (including OSHA, HIPAA, employment law, etc.).

C. Administer all clinical, business, and financial functions and monitor the functions of the outsourced billing/credentialing company as well as the outsourced bookkeeper. Reports from monitoring these outsourced services will be included in the weekly update for the COO/CFO and CEO.

D. Develop, implement, review, and approve all matters relating to human resources (staff recruitment, inter-office transfers, promotions, terminations, etc.). Maintains all human resources records in accordance with local, state, and federal requirements.

E. Administer the recruitment, selection, assignment, and training of administrative staff.

F. Maintain employee personnel files, preserving employee confidentiality.

G. Evaluate all administrative staff at 85 days after starting in the position and at least annually, but more frequently as required.

H. Develop and publish to all administrative staff policies and procedures including standards related to professional dress, conduct, attitude, and performance. Monitor adherence to the publicized standards and correct noted deviations per policy.

I. Provide daily supervision of staff or appoint a substitute for same during Practice Manager’s absence.

J. Ensure department/division metrics are identified, evaluated, and reinforced.

K. Ensure provider schedules are developed and followed; approve provider time away from the practice and ensure providers conform to established policies/procedures.

III. ADMINISTRATIVE RESPONSIBILITIES:

A. Management and oversight of all daily, clinical, business, and financial functions to include evaluating office procedures and devising ways to improve efficiency of workflow and productivity.

B. Ensure development and implementation of policies and procedures governing all aspects of operations with emphasis on collection of fees for service including deductibles, copays, and self-pay fees.

C. Monitor clinical productivity, track daily/weekly/monthly/annually statistics for each provider as well as each service line. Investigate anomalies and provide reports to the COO/CFO and CEO at least weekly.

D. Meet with CEO daily (every morning) to provide updates on issues within the practice. Meet weekly with the COO/CFO and CEO to discuss practice issues.

E. Collaborate with administrative staff and clinical providers on problem identification and resolution with respect to systems, processes, procedures, staffing, and any other related function.

F. Ensure all staff are assigned metrics and have the tools and provide coaching to meet these objectives.

G. Review all staff timecards and approve hours as weekly.

H. Schedule all staff and providers including approving time away from the office.

I. Ensure that staff follows practice policies and begin disciplinary action against policy violators.

J. Act as Division Electronic Health Record Super User. The Super User will work directly with providers and staff to provide additional training support as well as assist staff to navigate through the EHR.

K. Directly supervise the staff who perform standard front desk functions such as patient check in, registration, insurance verification, appointment scheduling, referral processing, payment collection and other patient services.

L. Coordinate staff orientation and training (including cross-training) to ensure staff availability and coverage.

M. Ensure a positive customer service atmosphere (internal and external customers) through ongoing training, development and monitoring of staff.

N. Investigate/resolve patient, provider and staff complaints involving any staff to include but is not limited to, providers, front desk, billing, and medical assistants.

O. Monitor and analyze order entry of the electronic health record where front desk requests are concerned.

P. Hold staff meetings on a regular basis (huddles daily in the morning with ‘Plan of the Day’, ‘Plan of the Week’ and weekly meetings) to share updates and address concerns.

Q. Continually assess and implement work-flow efficiencies.

R. Manage all activities related to the division front desk processes, authorizations, and charge entry. Insure providers complete submission of charges in a timely manner. Email “missed encounters” reports to all providers every Friday.

S. Perform other duties as required to effectively meet the needs of the practice.

IV. FINANCIAL RESPONSIBILITY:

A. Review and analyze practice revenue, expense, and collection trends daily as well as weekly/monthly/quarterly/annually.

B. Manage staff schedules to avoid overtime and limit use of costly agency services.

C. Adjust variances to budget and prepare adjustments as needed.

D. Order all office and clinical supplies while following budgetary policies and the procedures. Keep an up-to-date inventory log as well as depreciation schedule.

F. Timely review, approval, and submission of all invoices in coordination with AP and vendors.

G. Actively monitor clinical productivity. Track weekly/monthly statistics and prepare reports for practice owner.

H. Ensure all support staff are bonded for the handling of cash and credit card transactions.

Company DescriptionWe are a dynamic multi-specialty group that places great emphasis on the holistic treatment of both the body and mind. At our practice, we strive to be the ultimate remedy for any ailment you may be experiencing. With a patient-centered approach, we take into account the bigger picture, ensuring that our clinical staff is well-equipped to address any challenge a patient may face. Offering psychotherapy (individual and group), psychiatric evaluation and treatment including medication-assisted treatment for addiction, occupational therapy for behavioral health issues, and integrating mind and body for our clients' best life.

Our unwavering commitment extends beyond mere symptom management; we are dedicated to resolving underlying issues and restoring our patients to their optimal state of wellness. Recognizing the interdependence of all aspects of health, we firmly believe in providing individualized treatments that are tailored to each person's unique needs. Our care is never dictated by a corporate model or algorithm; instead, we prioritize personal attention and customized solutions.Company DescriptionWe are a dynamic multi-specialty group that places great emphasis on the holistic treatment of both the body and mind. At our practice, we strive to be the ultimate remedy for any ailment you may be experiencing. With a patient-centered approach, we take into account the bigger picture, ensuring that our clinical staff is well-equipped to address any challenge a patient may face. Offering psychotherapy (individual and group), psychiatric evaluation and treatment including medication-assisted treatment for addiction, occupational therapy for behavioral health issues, and integrating mind and body for our clients' best life.\r
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Our unwavering commitment extends beyond mere symptom management; we are dedicated to resolving underlying issues and restoring our patients to their optimal state of wellness. Recognizing the interdependence of all aspects of health, we firmly believe in providing individualized treatments that are tailored to each person's unique needs. Our care is never dictated by a corporate model or algorithm; instead, we prioritize personal attention and customized solutions.

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