Responsible for managing all tasks related to the operations of the designated medical practice, including personnel, practice operations, facilities, supplies inventory, billing accounts receivable and patient scheduling. The incumbent oversees and directs implementation of all policies and procedures. Perform duties and conduct interpersonal relationships in a manner designed to project a positive image. Work with physicians to promote a harmonious work environment. Ensure that all contacts with patients, the public, families, insurance companies, employers, attorneys, physicians and coworkers are carried out in a friendly, courteous, helpful and considerate manner. Answer telephone in a prompt and polite manner. Display concern and provide assistance as appropriate to callers or in face-to-face situations.

Manage personnel function of the practice, including recruitment, hiring, training, scheduling, evaluation, discipline and termination of staff. Maintain appropriate documentation of performance on an annual basis.

• Manage patient flow activities per policies and procedures in conjunction with input from the providers.
• Oversee all accounts receivable activities, billing and collection efforts. Activities include supervision of billing personnel, billing activities, daily posting of charges and payments, reconciliation of daily charges, payments and adjustments, billing third party payers and patients, and accounts receivable follow up activities per procedure.
• Effectively manage inventory of clinical and office supplies with emphasis on cost containment.
• Closely monitor all mail received at the office. Take responsibility for timely distribution and any necessary follow up. This includes physician correspondence, credentialing materials, and all other correspondence relating to the practice.
• Establish process in the office to insure all referrals are captured and recorded in the referral database.
• Implement and maintain process in the office to insure optimum patient flow.
• Oversee and participate in patient scheduling activities, ensuring maximum productivity without compromising quality of care.
• Assist with coordination of practice marketing activities.
• Perform duties of other staff members on a non-scheduled basis as part of staff coverage.
• Responsible for ensuring all provider schedules are maintained accurately and days out of the office are changed in the scheduling system.
• Assist in rescheduling appointments as physicians cancel previously scheduled time slots.
• Coordinate new patient entry into the practice
• Troubleshoot all patient issues. Function as a patient advocate to insure patient needs are met.
• Keep staff up to date on managed care company changes.
• Coordinate bi-weekly payroll.
• Perform electronic scheduling system maintenance.
• Process requests for time off. Receive sick callouts from staff.
• Prepare weekly and monthly reports for Practice activities, per procedures.
• Develop new office policies and procedures, update existing policy manuals and maintain current policy.
• Maintain personnel and IIPP files for each staff member.
• Observe policies on confidentiality of information.
• Complies with hospital and Network policies regarding confidentiality.
• Complies with all policies related to Emergency Procedures as defined in the Environment of Care plans. Knows personal role in event of a disaster or emergency situation.
• Performs others duties as assigned/required by supervisor.
• Employee Communication and Engagement. Regularly reads GroupWise emails, as well as organizational newsletters and memos, to learn, to be informed, and to act where necessary. This competency also covers: technical material, rules, regulations, instructions, reports, charts, graphs, log books, or tables, as appropriate, as well as information discussed and/or distributed at staff meetings.

Qualifications

Bachelor's degree in health or business administration or a related field. Master's degree preferred.

2-5 years experience in a physician office practice required; 5-10 years preferred.

Current knowledge of medical third party payer billing requirements; experience working with physicians; experience with computerized medical practice operations. Word processing, spreadsheet skills, CPT and ICD-9 CM coding, E & M coding all preferred.

Current knowledge of human resource regulations (PA) preferred

Conditions of Employment

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson's clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Closing Statement

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson's mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.