Practice Manager - SSC

Job Description Summary

The Practice Manager is responsible for managing the daily operation and efficient functioning of the Bridge/Perinatal Programs. Drawing on a broad understanding of Hospital and physician group practices and policies. Displays a high degree of initiative and independent judgement. Collaborate closely with physicians and program leadership to continuously assess and manage a wide range of objectives, including operational, personnel, practice management, professional and hospital billing, program data extraction, interpretation, and analytics, facilities and systems, programmatic development, assist with long range planning and project development. Works with various providers and management staff to ensure a quality-based, customer-oriented work flow. Possesses a thorough knowledge of current JCAHO and HIPAA standards. Requires discretion and judgement to recognize priorities, complete tasks and handle confidential information.

Job Description


ESSENTIAL FUNCTIONS

1 - Manage and oversee the business affairs of healthcare practices

a. Collaborates with all office staff to maintain smooth procedural operations, communicating as needed with the management teams.

b. Ensures that daily clinic and operational procedures/standards are adhered to in a timely fashion.

c. Ensures all business office procedures are completed in a timely manner.

d. Demonstrates effective communication with all program staff:
a) by sharing important information on a timely basis
b)by holding formal and informal office meetings on a regular basis
c)by being receptive to concerns and new suggestions to improve office procedures

e. Will orient new staff to program by following standardized orientation checklist for clinical and non-clinical staff.

f. Meets regularly with assigned staff to discuss specific problems, to develop and refine skills, to promote professional development, to provide feedback re: staff performance and to develop a supervision plan/goals,
g. Utilizes appropriate methods to ensure regular contact with staff to monitor, observe, analyze and provide timely feedback and skills development and maintains written record of meetings.

h. Is responsible to initiate performance evaluations on designated staff and work with clinical leaders to ensure clinical team evaluations are complete

i. Initiates disciplinary action as appropriate.

j. Assumes authority and delegates appropriately.

2 - Oversees the admission and discharge process and ensures database for the medical record, patient accounts, and other data collection is complete and accurate.

a. Manages office staff to ensure that new patient appointments are entered into the computer system in a timely, accurate manner, ensuring appropriate template utilization for providers.

b. Ensures that data entry is accurate and complete.

c. Demonstrates independence, proficiency and accuracy for data entry.

d. Able to support operations staff to ensure fiscal integrity of program.

3 - Oversees professional billing practices and compliance to ensure maximum collection of information and accounts receivable coordinating collection of co-pays, co-insurances, and deposits in conjunction with patient accounts and the Administrative Director.

a. Oversees procedures to ensure timely, accurate and maximum receipt 95% minimum and accountability documented.

b. Oversees collection of co-payments to ensure timely, accurate and maximum receipt of accounts receivable with accountability for all collections.

c. Collaborates/communicates with patient accounts and department Adm. Director as appropriate to maximize accounts receivable.

d. Monitor and follow-up as appropriate on outstanding/uncollected accounts receivable.

e. Serves as interface between Department and billing services liaisons for account preparation and analysis, resolving issues as appropriate.

f. Coordinates development of billing policies and procedures

g. Ensures billing compliance.

4 - Coordinates financial counseling including determination of patient liability and arrangement of payments, plans methods to ensure patient understanding and facilitating access to services.

a. Accurately provides information concerning financial liability to patient/families in a confidential manner.

b. Independently seeks out answers/information as appropriate.

5 - Acts as point person for problems/issues collaborating with/deferring to other managers, Adm. Director, clinicians, or appropriate resources.

a. Collaborates with team members to integrate business office with clinical services.

b. Enhance interdisciplinary communication utilizing appropriate channels.

c. Develops working relationships as a member of the management team to enhance quality of service and facilitate achievement of the center's goals.

d. Promotes effective communication and relationship building with the community, referral sources and others.

6 - Assists program leadership in establishing Bridge/Perinatal office procedures, systems, and workflow to ensure accuracy, efficiency and productivity in all business operations.

a. Implements and evaluates business office policies and procedures.

b. Oversees/monitors and guides staff adherence/compliance with office procedures.

c. Problem solves with staff and other as appropriate to facilitate efficiency in business operations.

d. Delegates tasks appropriately.

e. Maintains an organized business.

f. Ensures that departmental supplies are maintained and ordered in a timely basis including clerical, clinical/medical and general in nature.

g. Ensures that all office equipment is in good working condition.

h. Responsibility for all services needed to maintain proper working conditions of office machinery; i.e., copy machine, FAX, printer, etc.

i. Demonstrates initiative in contacting company to notify need of repair service call and demonstrates initiative for the preparation of Hospital work orders for requested job tasks.

j. Able to extract, monitor, interpret, and present statistics.

7- Is responsible for office's operational excellence; assures office delivers quality services in accordance with applicable policies, procedures and professional standards as established by Standards of Service Excellence.

a. Manages all activities so that quality services are provided in an efficient and effective manner.

b. Services provided meet all applicable regulatory requirements.

c. Program meets regulatory agency requirement standards as evidenced by review.

d. Maintains office productivity measurements; reports status monthly to program leadership team.

e. Directs office activities in a manner consistent with organization-wide programs and procedures.

8 - Manages human resources to assure quality services and promote positive employee relations.

a. Consistently and fairly implements human resources policies.

b. Maintains effective and appropriate staffing by monitoring employee overtime and absenteeism.

c. Is recognized as a positive role model.

d. Follows progressive disciplinary action process in order to maintain productivity and performance standards.

9 - Is responsible for assisting to maintain the fiscal management and integrity of program.

a. Effectively manages resources within established budget; notifies Director of all variances anticipated, or occurred, to maintain department services.

b. Adheres to procedures regarding acquisition of, and payment for, goods and services, as evidenced by appropriate and timely processing requisitions and invoices.

c. Recommends way to reduce expenditures and/or enhance revenues without compromising quality of services.

d. Participates in budget preparation.

e. Completes operational budget.

f. Monitors all budget expenditures.

JOB REQUIREMENTS

Minimum Education - Preferred

College degree in Health Care Administration or Management or commensurate experience preferred.

Minimum Work Experience

Five (5) years' health care Practice Management experience, preferably in an outpatient/hospital setting.

Required additional Knowledge, and Abilities

Proven experience working in a managerial position of clinical or medical setting.

Full understanding of healthcare administration and management.

Flexibility to handle multiple tasks and deadline pressures.

Strong comprehension of administrative software for healthcare systems.
Skills to work efficiently and effectively is all aspects of position.

Ability to manage the day-to-day operations, assist to establish and maintain policies and procedures, monitor, interpret, and present statistics, manage patient flow of front desk and clinic operations, coordinate space and infrastructure issues and ensure effective coordination of training programs.

Recruit and supervise staff.

Ensure that performance evaluations, payroll, employee changes, and other HR transactions are completed in an accurate and timely manner.

Ability to provide support, direction, and development to staff.

Ability to identify issues/projects and initiate plans to address with forthrightness and integrity.

Work with the Director to effectuate financial and analytical skills, including ability to develop and monitor the practice budget, manage front end and billing, and review and address billing issues and statistics to ensure revenue maximization and patient volumes.

Must, possess excellent interpersonal/communication skills and excellent data analytic skill.

Must possess knowledge in all aspects of safety and ability to ensure a safe environment for staff and patients. Must be able to handle, in a professional manner, a heavy and diverse workload in a dynamic healthcare environment, including dealing with multiple competing priorities.