Practice Manager

3 weeks ago

San Antonio, United States Northeast OBGYN Full time

All job duties included in this job description are considered essential functions for this position and the employee is expected to perform these duties effectively. Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position. You will be expected to complete other duties as assigned.

  • Performs recruitment, selection, training and supervision of administrative staff. Coordinates recruitment needs with Human Resources. Interviews and hires qualified staff. Adheres to budgetary guidelines and hires staff in approved positions. Follows appropriate procedures for getting additional positions approved. Ensures new hires successfully complete orientation and on-the-job training.
  • Schedules administrative staff appropriately and approves employee requests for scheduled time off. Reviews time and attendance personnel reports for administrative staff and takes appropriate action when staff are not complying with attendance standards.
  • Responsible for rectifying all personnel problems as they relate to office efficiency and effectiveness. Counsels and coaches staff as required to assure efficient and effective office work flow. Completes the appropriate disciplinary action forms, as needed. Coordinates terminations with Human Resources. Ensures the appropriate termination paperwork is completed and procedures are followed. Follows all company policies related to performance management.
  • Completes performance management procedures. Actively seeks ways to improve level of performance. Completes 90-day and annual employee performance reviews in a timely manner. Gains physician input on employee's performance for evaluation forms as needed. Collaborates with employees to develop performance goals.
  • Schedules mandatory and regular in-services to keep staff current. Conduct training needs assessments and provides training as needed, or informs Human Resources of training needs.
  • Holds regular meetings with staff and physician(s), to determine practice needs. Keeps physician(s) aware of office activity, i.e., number of patients seen, any growth or declined patterns noted, and provides other information, as may be required. Takes and maintains meeting minutes of all meetings.
  • Responsible for maintaining a current fee schedule(s) according to established schedules - Medicare RBRVS, Relative Value Studies, PPOs, HMOs, etc. Implements and monitors patient financial policies, patient collection, billing, and procedures. Serves as back-up Business Office Manager for claim submission and end-of-month procedures.
  • Responsible for minimizing office overhead expenses according to acceptable area/specialty average, i.e., minimize office waste, proper inventory system, facilitate comparative "shopping" for office and clinic supplies, reconcile accountings inventory with inventory on hand, control personnel waste as required. Responsible for overseeing the daily balancing of the petty cash account weekly and for periodic verification. Review and log product sales sheets for inaccuracies/completeness. Establish and implement financial controls as needed.
  • Assist the Marketing Manager with marketing and public relations of the practice, through advertising, phone books, health screening w/MDs, special events, representing the practice through participation in local professional associates and community activities.
  • Responsible for assuring good patient relations through written communication, timely responses to patient complaints, and ensuring adequate/consistent policies are in place. Serves as site manager for both clerical and clinical staff when at particular sites.
  • Responsible for having an appropriate OSHA plan, which includes blood-borne pathogen, hazardous chemical communication plan, bio hazardous waste tracking plan, exposure control plan. Maintains manuals and written materials as required by Federal and/or state plan. Responsible for maintaining contract for biohazardous waste.
  • Responsible for assuring physical plan compliance including signage, lab, and eyewash and station. Responsible for assuring proper waste of biohazardous materials including sharps, contaminated supplies, chemicals, etc. Responsible for keeping up-to-date on the provisions of OSHA as appropriate. Responsible for maintaining CLIA manual, forms, protocols in accordance with Federal and/or State standards. Responsible for monitoring staff compliance with CLIA requirements.
  • Responsible for analyzing all contracts, including HMOs, PPOs, Medicare, Industrial, etc. Understand and implement all contract components including holding staff meetings to update staff on appropriate contracts and changes in health insurance environment.
  • Coordinates purchase of office supplies as necessary to ensure proper inventory regarding practice revenues and collections.
  • Distributes provider on-call and vacation schedules on a monthly basis to all providers and on a weekly basis to all managers.
  • Responsible for the proper maintenance and functioning of the physical office such as janitorial services, landscaping services, pest control services, repairs/other maintenance, garbage, and utilities. Assures adequate insurance is maintained, working with Business Office, insurance agent(s), and the physician(s) to include liability/accident, contents/structure, Accounts Receivable, medical records, etc. Arranges routine maintenance of the facility and equipment for all office equipment (fax and copy machines, etc.).
  • Implements operating policies and procedures to ensure the efficient operation of the administrative staff. Utilizes computerized information system to monitor and improve practice performance and staff productivity. When necessary acts as a liaison between the physician(s) and accountant, pharmaceutical reps, salesmen, contractors, patients, etc. Assists the physician(s) in any areas to optimize his/her time. Provides practice management information and practice performance feedback to the Administrator.


Developing Others

Clarifies responsibilities, authority, and expectations. Uses appropriate methods and flexible interpersonal style to help others develop their capabilities. Provides helpful, behaviorally specific feedback to others. Shares information, advice, and suggestions to help others to be more successful. Regularly meets with employees to review their developmental progress. Collaboratively works with direct reports to set meaningful performance goals.

Emotional Intelligence

Demonstrates the ability to control and filter emotions in a constructive way. Exhibits consideration of the feelings of others when/before taking action. Demonstrates recognition of the various psychological needs of people. Expresses feelings clearly and directly. Balances feelings with reason, logic, and reality. Demonstrates an appreciation of the differences in how others feel about things.

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