Practice Manager

POSITION SUMMARY

Integrative Health is a network of independent physician-owned practices. We are committed to providing an alternative to the traditional private equity healthcare models by empowering independent practices with stability, support, and growth opportunities. We unite independent practice sites across Florida, fostering a Group that prioritizes autonomy, patient care, and financial success. Integrative Health is part of the Integrative Emergency Services ("IES") umbrella which has been successful in supporting Physician groups since 2011. To learn more about Integrative Health and IES, please see the following links Integrative Health | IES

Integrative Health is seeking a Practice Manager for our Primary Care Clinic in Ave Maria, FL. 
5068 Annunciation Cir #111, Ave Maria, FL 34142

The Practice Manager performs administrative and clinical duties under the direction of a licensed healthcare provider. This position prepares oversees the day-to-day operations and overall success of the medical practice(s) to which he/she is assigned. They are responsible for managing transitional projects, providing leadership support for Integrative Health’s operations as it relates to addressing patient concerns, effectively managing the workflow and scheduling for patients, staff, and clinicians, assuring exemplary customer service standards are met. This position is a working manager position utilized for daily clinic services, both within the front office, and/or clinical support with patients, as needed, depending on staffing.  Successful candidates work well in a team environment, strive to inspire, are skilled in change management, and is empathetic to patients’ needs/concerns.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following.  Others may be assigned.

Practice Management - Operations 

• Manage daily operations of practice(s), seeking opportunities for workflow, patient experience, and waste reduction improvements.
• Monitors and oversees processes for new patient and physician referrals.
• Assists with development and utilization of practice performance tools focusing on KPIs, individual goals, patient engagement scores, online reviews, and team goals.
• Responsible for achieving fiscal-related objectives as it relates to expenses, End of the Month Claims submitted, encounter lag time, etc.
• Oversees facility in terms of inventory and supply control.  All rooms should be maintained in a stocked manner and sanitized each day.
• Orders supplies and maintains inventory of supplies and equipment for each assigned clinic.
• Quality Controls to be implemented and maintained in accordance within the recommended cadence and logged. These include but are not limited to: Refrigerator temperature logs, eye wash station inspections, medication and supplies expiration reviews, inventory completions and audits, fire extinguisher inspections, updating SDS binders, etc.
• Make bank deposits for Time of Service collections.
• Maintains compliance with Medicare, Medicaid, OSHA, HIPAA, OIG, and any other legal or contracted obligations.
• Maintain visibility to  revenue, volume, and expenses.
• Submits appropriate support tickets through IES IT support, EMR Vendor, any other integrated vendor relationship.

Practice Management - Personnel Support & Leadership

• Lead by example, fully immersed in customer service and clinical workflow with extremely high emphasis on customer service and peer support while keeping in line with best practices.  
• Communicates new/existing strategies for new and pending improvements.
• Cover shifts as front office or clinical support when in office.
  • Ability to process front office responsibilities when working in that position to include but aren’t limited to:
    • Answering phones.
    • Assisting patients with billing questions.
    • Processing insurance for eligibility.
    • Collecting patients.
    • Demographics input.
    • Processing payments.
    • Scheduling appointments and walk-ins.
    • Balancing daily business transactions.
    • Obtaining prior authorizations.
    • Requests for records.
  • Ability to support clinicians as a certified medical assistant or greater when working that position:
    • Take and records patient vitals.
    • Reviews and documents medications, medical history, relevant family history, allergies, and problem list reasons for treatment.
    • Prepares and processes exam rooms.
    • Administers injections, point of care testing, and blood draws.
    • Maintains equipment and sterilization procedures.
    • Assists with calls, check-in, and check-out as necessary.
    • Maintains patient electronic and/or paper documents accurately and completely before end of shift.
    • Assists with prior authorizations as appropriate.
• Manage staffing levels, monthly schedules, including staff and clinician callouts, PTO/time off requests, Leaves, etc.
• Ensure onsite presence as working in clinic fulfilling staff roles, as applicable, based upon staffing scenarios.
• Monitors and inspires staff through rounding and collaboration on development of goals.
• Completion of periodic huddles reviewing hot topics and practice performance at check-ins, daily with assigned staff, weekly with clinicians and leadership, monthly/quarterly with all staff.
• Works with HR and recruiters to request postings for open jobs, review candidate screening, interview, and train staff as needed for open positions.
• Participates in decision making related to merit increases, hiring, promoting, corrective action, and termination decisions. Conducts annual performance reviews following the established IES process.

Clinic Development

• Assist IES and Integrative Health teams on project plan assignments in maintaining existing or implementing new practices.
• Liaison with local services to establish clinic accounts and route through proper corporate systems, included but not limited to: Utilities, Waste Services, Signage, Property Management, Security, and Landlord.
• Liaison with local vendors/partners to establish clinic accounts and route through proper corporate systems, including but not limited to:  Labs, Imaging, Call Service, Janitorial, Clinic Supplies, etc.
• Arrange installations and contractor services.
• Assist IES and Integrative Health teams to submit for licenses and certifications needed, including but not limited to: CLIA Waiver, Certificate of Occupancy, Certificate of Insurance, X-Ray Certification, etc.
• Assist with EMR implementations and integrations.

QUALIFICATIONS

Knowledge, Skills, Abilities:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience with successful change management strategies
• Excellent analytical, organizational, and verbal/written communication skills
• Detail orientation
• Compassion and excellent communication skills
• Empathetic to patient's and staff needs and concerns 
• Highly motivated and organized
• Ability to work independently and prioritize daily tasks
• Knowledgeable of and maintains HIPAA standards of privacy and confidentiality 
• Ability to use discretion appropriately and maintain confidentiality
• Ability to effectively present information and respond to questions from groups or patients, clinic staff, and the public in a professional and appropriate manner.
• Experience with basic desktop software, medical practice management, and electronic medical records systems, point of care testing equipment, and clinical equipment. 
• Ability to draw labs for send-out, calculate medication for administration, and ability to administer injections
• Proficiency with EMR software systems and Microsoft Office Suite
• Fluent in English
• Ability to apply common sense understanding to carry out instructions in written, oral, or diagram form
• Utilizes conflict resolution skills to mitigate staff disagreements with expectation to build team culture and collaboration

Education / Experience:  Include minimum education, technical training, and/or experience preferred to perform the job.

Required:

• 3 – 5 years of experience in a similar scope/role.
• High School Diploma or Equivalent
• Valid, unrestricted clinical certification, (LPN, CMA, RMA) which needs to be kept current to maintain the position.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Specific vision requirements include the ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus
• While performing the duties of this job, the employee is regularly required to talk and hear
• Frequently required to stand, walk, sit, use hands to feel, and reach with hands and arms
• Possess the ability to fulfill any office activities normally expected in an office setting, to include, but not limited to:  remaining seated for periods of time to perform computer based work, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
• Occasionally lift and/or move up to 20-25 pounds 
• Fine hand manipulation (keyboarding)

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Medical Office environment
• Primary location: 5068 Annunciation Cir #111, Ave Maria, FL 34142
• Core clinic hours
  • M-F 8am-6pm
• The noise level in the work environment is usually low

TRAVEL

• Travel to assigned clinic(s)

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

The company is committed to creating a diverse, inclusive, and equitable environment and is proud to be an equal opportunity employer. Qualified applicants of any age, race, religion, nationality, sexual orientation, gender identity or expression, disability, or veteran status will receive equal consideration for positions. We welcome people of diverse backgrounds, experiences, and abilities and believe that the unique experiences of our team drive our success.

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