Practice Manager-Retina
2 weeks ago
Summary of Responsibilities:
The Practice Manager-Retina/Uveitis Division (PM) has overall responsibility for administrative management of a specific service line or sub-specialty to develop, implement, and monitor policies, procedures, and workflow systems to ensure standards of quality, cost-effective patient care, and fulfillment of OCB’s objectives and goals. Practice Manager establishes effective strategies to maximize patient, provider, and staff satisfaction. The Practice Manager works to increase efficiency and eliminate waste in daily workflows following the Lean Six Sigma model. Practice Manager creates objectives and goals in collaboration with other Practice Managers to ensure clear and consistent standards for all administrative staff. Practice Manager is responsible for effective patient communications, scheduling, and management of provider templates.
The Practice Manager will be responsible for upholding OCB values of outstanding patient care, Unity, Ethics & Integrity, Fairness, Operational Excellence, and Fiscal Responsibility.
- Excellent analytical and problem-solving skills.
- Budget management experience strongly preferred.
- Preferred knowledge and previous experience in Ophthalmology, ideally in a sub-specialty.
The Practice Manager will be experienced in physician practice management and possess exceptional leadership, interpersonal, and communication skills as well as a high degree of initiative, judgment, discretion, and decision making to achieve organizational objectives and goals. The Practice Manager will be a creative, responsive problem-solver, with a strong customer service focus and a commitment to patient care and quality assurance.
Responsibilities:
- Responsible for the day-to-day management of assigned sub-specialty administrative department. Leads team through significant structural change and challenges.
- Responsible for creating an atmosphere of respect, cooperation, and equity amongst staff members and instilling a team concept.
- Provides leadership and expertise, sensitivity, and responsiveness to the needs of providers, their patients, and staff members.
- Works closely with providers within the assigned subspecialty or service line to solve problems, address confidential or sensitive issues, and ensure success from a financial, staffing, and patient satisfaction perspective.
- Participates in big picture planning and meets or exceeds objectives and goals set forth by OCB leadership.
- Performs related job duties as required.
People Management
- Recruits, trains, and manages staff members to ensure they provide high-quality patient care and customer service.
- Directs and supervises assigned staff members, including conducting regular staff meetings, conducting performance evaluations and development of objectives and goals, workflow planning and scheduling. Makes recommendations on promotions, salary changes, discipline, terminations, and similar actions.
- Participates in the resolution of staff concerns and other personnel issues.
- Actively listens to staff concerns about inefficiencies and daily roadblocks or frustrations and advocates for staff by assisting in conflict resolution.
- Works collaboratively with other Practice Managers to identify Best Practices and standardize administrative policies and procedures, and workflows across sub-specialties to maximize fairness and equity.
- Oversees training of administrative staff to implement established policies, procedures, and workflows and develops core competencies for the team.
- Utilizes reports to review staff performance and metrics.
- Conducts or oversees audits to ensure compliance with established policies, procedures, and workflows, and to identify additional training needs.
Practice Building & Profitability
- Works collaboratively with providers and clinical management to maximize subspecialty coverage of OCB offices and regions, including managing provider vacation requests.
- Works collaboratively with providers, clinical leads, and clinical management to maximize efficiency of each provider’s scheduling template ensuring regular review and as-needed revision.
- Actively cultivates positive relationships with referring providers by ensuring efficient scheduling of referred patients and prompt communication back to referring provider following evaluation and treatment.
- Reviews and assesses Patient Satisfaction Surveys to develop and implement processes to make quality improvements. Monitors survey results monthly.
- Monitors and manages staffing and operating costs to ensure expenses are within budget.
- Monitor, manage and maintain templates including code utilization, template changes, using QGenda to open/close schedules in Epic.
- Effectively monitor specialty SharePoint page including calendars, specialty-specific news, and updates.
- Participates in weekly Practice Manager meetings and monthly service review matrix meetings.
- Oversees ordering of supplies and any allocations that are required for the specialty, staying within the target budget.
Education and Experience:
- Bachelor’s degree or equivalent experience required.
- Minimum of five years of progressive management experience in health care administration.
- Experience with Microsoft Office (Excel, Word, PowerPoint, One Note and Teams). Desirable experience with Microsoft Teams, SharePoint, and Epic.
- Experience with and general knowledge of Lean Six Sigma is desired.
- Has a proven track record of demonstrating the competency to build and lead an effective and cohesive team.
- Strong interpersonal and communication skills to effectively communicate with MDs, staff, and patients.
- A working understanding of pharmaceutical ordering, dispensing and inventory management systems is preferable.
- Knowledge of Clinical Research and regulatory obligations is highly desirable.
Reports to: Director, Practice Management
Supervision Exercised: Patient Care Coordinator
Typical Physical Demands:
Requires prolonged sitting, frequent standing, ability to traverse office, some bending, stooping, and stretching. Occasional lifting to forty pounds. Requires manual dexterity to operate a keyboard, copy machine, telephone, and other office equipment. Requires ability to communicate verbally, normal range of hearing and eyesight, and the ability to prepare and communicate appropriate reports. Requires ability to work under stressful conditions, work occasional irregular hours, and may involve contact with upset/irrational patients and family members.
Benefits Offered:
- Health & Dental Insurance- starts 1st Day of Employment
- Paid time off and Paid Holidays
- Health & Dependent Reimbursement Accounts
- 401(k) Plan with Company Contribution
- Co. paid Life and LTD Insurance
- Employee Discounts
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