Practice Manager

2 weeks ago

Essex Junction, United States Community Health Centers of Burlington Full time
Job DescriptionJob Description JOIN OUR TEAM AND MAKE A DIFFERENCE

The Community Health Centers is known throughout Vermont for providing compassionate, affordable, quality health care to all who need it regardless of financial status or life circumstance.

We are currently seeking a Practice Manager to join our team as we expand our clinics to offer accessible care in our communities. The Practice Managersresponsible for the overall business management and the daily administrative operations of CHCB’s patient care, ensuring clinics provide efficient, quality care. The Practice Manager provides mission and quality-driven leadership that engages staff and focuses on creating the optimal patient experience.

Education & Experience:

  • Associate’s degree preferred in healthcare administration, management, business or related field.
  • Three years’ experience in a supervisory role preferred, preferably within the healthcare industry.
  • Comprehensive understanding of HIPAA and privacy law for healthcare professionals.
  • Comprehensive understanding of CMS compliance and regulatory requirements for healthcare.

Knowledge, Skills & Abilities:

  • Proficient with MS Outlook, Word and Excel software.
  • Ability to manage projects, facilitate group meetings and present material visually and verbally.
  • Ability to work and problem solve on an individual level as well as part of the Triad leadership model.
  • Excellent interpersonal and communicate skills

Staff Development & Management

  • Responsible for key performance areas of the practice including annual budgeting, staffing and resource levels, and patient schedules.
  • Responsible for staff adherence to CHCB policies and protocols.
  • Responsible for staff training of systems and CHCB processes including purchasing, timekeeping, inventory management, incident reporting and annual education requirements. Collaborates with clinical leadership on clinical support staff performance and management.
  • Creates and maintains provider templates in electronic medical record.
  • Ability to affect change by involvement in development and follow through on strategic projects.
  • Ability to continually exceed at demonstrating commitment to facility and organizational initiatives.
  • Ability to interpret and apply policies and procedures.
  • Ability to remain focused in a busy environment and meet deadlines. Ability to interact on all professional levels.
  • Facilitates weekly staff meetings to present new organizational information or changes, providing meeting agendas and creating meeting minutes saved to an accessible location for the COO leadership team.
  • Responsible for the completion and presentation of annual performance evaluations to staff.
  • Responsible for communication throughout the site of both site specific and CHCB
  • information to create and foster a culture of transparency.
  • Creates a productive, team-oriented work environment within the practice.
  • Fosters a unique site culture within budget, state and federal guidelines, to create a productive, team-oriented work environment.
  • Upholds and ensures team actively demonstrates the basic cultural expectations of a healthcare organization of care, compassion and a friendly, open, and accepting reception for all patients.
  • Coaches and mentors' staff by example and through clearly communicated expectations, action plans, and regular feedback.

Practice Performance Responsibilities

Patient Experience

  • Ensures efficient patient flow to maximize patient experience and provider access through coordination with nursing, providers and medical assistants.
  • Responsible for the resolution for patient complaints; works with patients to address concerns and escalates them organizationally as needed.
  • A voting member of the Patient Relations Committee, responsible for investigating and resolving all patient experience complaints.
  • Effectively manages site phone coverage, scheduled closures, signage and overall patient expectation management.
  • Ensures patient education materials are accurate, consistently presented, and language appropriate in accordance with HRSA guidelines.

Financial and Cash Controls

  • Responsible for daily reconciliation of payments posted and bank deposit amounts submitted centrally to the Riverside Patient Services office.
  • Manages expenses to budget via monthly financial reports, and addresses variances to maintain financial stability.
  • Completes Monthly Operating Review (MOR) and presents to MOR committee, the prior month's financial status.
  • Escalates performance and / or revenue issues to clinical leadership for resolution as needed.
  • Fills provider schedules to ensure revenue optimization, working with clinicians to communicate patient visit targets to reach budget goals. Facilitates the resolution of patient billing issues presenting as front-end process errors as needed.

Physical Space & Facilities

  • Requests repairs via facilities work orders systems for work as needed.
  • Oversees site housekeeping services, reporting issues to service vendor and Director of Administrative Operations.
  • Requests and / or approves site-specific supply orders within budget parameters.
  • Primary accountability for patient and staff safety in preventing hazards from physical space and surrounding areas (parking lots, walkways, etc.).
  • Accountable for the maintenance and appearance of site’s physical space, including safety
  • as well as aesthetics and presentation to patients.
  • Responsible for the management of security vendors and / or staffing where applicable.
  • Responsible for the management of tenants and lease management where applicable.
  • Ensures completion of annual site fire drill as coordinated by CHCB Facilities.


Administrative Operations

Incoming Correspondence

  • Facilitates the delivery of incoming mail to correct recipient(s) / department.
  • Oversees mail meter and postage functions for site for both function and expense.
  • Oversees the monitoring of area incoming faxes and ensures recipient receipt.
  • Provides staff guidance as needed to route incoming phone calls to appropriate department or organizational representative.
    UDS Data Capture

  • Responsible for accurate and complete data capture of key quality and financial reporting indicators and audits staff data collection and input through query building, compilation,
  • and review of returned datasets. Addresses gaps in data capture and reports trends to leadership.
  • Responsible for process to flag inactive patients in practice management system for data reporting.
  • Responsible for report management for essential billing processes, to ensure timely and accurate revenue collection


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