Practice Manager Lead

1 week ago

Dallas, Texas, United States Urology Clinics Full time
About Urology Clinics of North Texas

Urology Clinics of North Texas, PLLC (UCNT) is a leading independent private practice that has been providing exceptional urological care to patients since 1999. With a team of urologists, radiation oncologists, medical oncologists, pathologists, advanced practice providers, physical therapists, pharmacists, and over 500 team members, UCNT is committed to delivering high-quality care, courtesy, and efficiency to our patients.

Job Summary

The Practice Manager Float will play a critical role in supporting the operations of Urology Clinics of North Texas. This individual will be responsible for learning all aspects of the practice, providing coverage at various clinics, and implementing policies to improve service to patients, support physicians and staff, and achieve operational, financial, and strategic goals.

Key Responsibilities
  1. Recognize and act on opportunities to improve service to patients, support physicians and staff, and achieve operational, financial, and strategic goals.
  2. Implement policy decisions, bring issues for resolution, and volunteer solutions to problems and courses of action.
  3. Staff the office, manage daily operations, and oversee the performance of non-professional employees.
  4. Contribute to new business development and ensure compliance with coding and billing, labor law, risk management, HIPAA, and OSHA requirements.
  5. Oversee all office functions to ensure workability, efficiency, appropriateness, and the highest level of professionalism.
  6. Establish work performance standards for all office staff, establish, implement, and maintain all office policies and procedures, and distribute workload, design systems, solve problems, and provide leadership.
  7. Meet with vendors as needed, conduct staff meetings to solicit practice and patient service improvement ideas, and announce policy changes.
  8. Maintain agenda and minutes for staff and physician meetings, perform other tasks and duties as may be added from time to time, organize and maintain office files, and serve as liaison with the malpractice carrier(s) of the division.
  9. Ensure compliance with standard medical practice to manage and minimize risk, perform special projects as assigned by the executive team, and set a good example for other employees in all aspects of work.
  10. Ensure the office forms are current and appropriate, serve as the HIPAA and divisional compliance manager, report any compliance violations or complaints regarding physician behavior to the executive team, and report any compliance violations or complaints regarding bullying, discrimination, or sexual harassment to the appropriate chain of command.
  11. Report any professional liability issues to the appropriate chain of command.
Staffing

The Practice Manager Float will be responsible for ensuring an environment where staff is able to perform their jobs efficiently and receive solutions and answers to problems and questions.

  1. Maintain accurate and timely attendance and payroll records for all employees, ensure that all payroll records are correct, and communicate any issues or potential issues to the UCNT accounting department.
  2. Maintain personnel files for all staff and provide appropriate documents to the HR Department.
  3. Recruit, select, hire, train, and evaluate all personnel.
  4. Conduct performance reviews for all staff annually and make salary increases based upon the percentage rates approved by the division.
  5. Design and maintain job descriptions for all staff, maintain, distribute, and enforce the written UCNT personnel policies and procedures, ensure annual employee TB testing, and ensure each new employee is offered the Hepatitis vaccine.
  6. Supervise all assigned staff, schedule work hours, lunches, and breaks to assure office coverage throughout the day, schedule vacation absences to minimize disruption to physician productivity and patient service, and be responsible for managing conflict and guiding its resolution.
  7. Be responsible for disciplinary action of employees when necessary.
Financial

The Practice Manager Float will be responsible for supervising divisional billing and collections processes at the clinical office, responsible for supervising collections of pre-certified visits, procedures, and surgeries, monitor petty cash account, maintain and annually update office and surgical charge tickets, order front office and back-office supplies, audit all invoices for accuracy before paying, take advantage of all reasonable discounts for purchases, maintain appropriate levels of clinical and office inventory, provide the CEO with requested reports, and schedule and facilitate quarterly divisional physician meetings.

Physician Services

The Practice Manager Float will be responsible for maintaining physician hospital privileges, dues, and licensure files and calendars, collect and publish physician call schedules, open and appropriately distribute mail within 24 hours of receipt, coordinate development and printing of periodic patient newsletter, maintain accurate referring doctor lists, responsible for maintaining the UCNT compliance program, maintain physician-specific information current in files and in a confidential manner, and maintain confidentiality of all patient-related information and HIPAA compliance requirements.

Requirements

The ideal candidate will have a Bachelor's Degree or equivalent years of experience, a minimum of 3-5+ years in a managerial role, and the following proficiencies or specialized knowledge:

  1. Interpersonal skills as well as verbal and written communication skills necessary to communicate effectively with physicians, nurses, patients, staff, payors, hospital staff, and others.
  2. Maintain professional appearance and demeanor at all times.
  3. Organizational skills necessary to coordinate all operational activities.
  4. Knowledge of the principles, practices, and procedures relating to patient scheduling, accounts receivables, and managed care reimbursement procedures.
  5. Knowledge of medical office methods and procedures.
  6. A high degree of independent problem resolution skills to effectively solve problems.
  7. The ability to concentrate and pay close attention to detail when receiving instructions from physicians or others, reading and interpreting procedures and related materials, examining and closely inspecting materials when using equipment, and working one-on-one with others.
  8. Computer skills in word processing, Excel, and an understanding of the practice's computer system (EMR/PM/Scheduling).

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