Job Description

Title: Practice Manager.

Department: Operations.

Status: Exempt.

Hours: Full-Time.

The Practice Manager is to effectively lead the Medical Practice administrative and practice operations and be accountable for the effectiveness of these operations through continuous improvement of processes, outcomes, and personnel. To assure high-quality patient care and a safe environment for patients and all personnel. This will be achieved by serving as the overall practice manager, by working with, training, and mentoring personnel, and by working with the administrative team in the development of objectives for the achievement of the company’s business plan, mission, goals, and strategic values.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Process Review and Improvement:

• Responsible for assessing all administrative and practice processes and generating ideas and solutions for improvement of the practice on a continual basis. 
• Work independently and/or engage other management in the development and implementation of new policies and procedures as needed. 
• Ensure the practice follows established policies and procedures. Provide feedback and/or discipline to those who do not follow policy. 

Communication:

• Communicate appropriate information effectively, timely, and professionally with all employees on all levels. 
• Coordinate staff meetings at least once a month to communicate identified issues and concerns in a constructive manner and participate in solutions. 
• Communicate effectively with all staff any new policies or items of interest that directly affect their ability to care for patients. This should be done in conjunction with the other managers to ensure consistency. 
• Communicate elevated problems/concerns daily with medical director. Act as a liaison between providers and staff and board of directors. 
• Investigate patient complaints and report to the providers as necessary. Provide ongoing training and support for employees for the purpose of improvement. 

Staffing:

• Work with personnel to develop staffing and schedules. 
• Assist with the creation of monthly schedules by applying creative staffing techniques and incorporating patient volumes with practice coverage needs. This should be monitored on an ongoing basis for optimal staffing and to avoid non-productive time and excessive payroll expense. 
• Function as a team member when staff numbers are down and as needed to promote patient flow in practice. 
• Monitor patient flow through practice in conjunction with staff. 
• Coordinate efforts for recruitment, onboarding, development, and the annual performance evaluation of employees. 

Business Responsibility:

• Reviews daily, weekly and monthly reports to monitor collections, outstanding balances, outbound calls, patient visits and other assigned reports. 
• Uses data to manage the medical practice. 
• Monitor and report on supply usage to ensure optimal practices are in established. 
• Prepares monthly practice reports for the Executive leadership team.

Patient / Payer / Health Organization Liaison:

• Manages patient complaints effectively with a balance of excellent customer service and a financially prudent resolution. 
• Coordinates with sales and marketing teams to promote patient care services and programs.

Management Responsibilities:

• Manages direct reports and team members, providing leadership, motivation, development, and discipline to promote quality performance and achievement of financial and quality objectives. 
• Resolves any medical-administrative problems and keeps lines of communication with staff to ensure high employee morale and a professional, healthful practice atmosphere. Enter, modify, fix, and submit employee timesheets every other week for payroll for staff and providers. 
• Monitor overtime and time off requests to achieve financial goals and minimize excess and waste. 
• All other duties as assigned.

 
QUALIFICATIONS:

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 for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• Bachelor’s degree in business, healthcare administration, or related field. Work experience can be considered in lieu of degree. 
• 3-5 years of healthcare managerial/supervisory experience. 
• Experience with Medicare and/or health insurance. 
• Demonstrate the ability to maintain good interpersonal relationships with co-workers and health team members. 
• Communicates through appropriate channels. 
• Ability to use independent judgement to make decisions affecting operations. 
• Ability to handle protected and confidential information with integrity and discretion. 
• Effectively and professionally interact with physician leaders and executives. 
• Flexibility as it relates to schedule, responsibilities, and priorities. 
• Must be highly professional in appearance, tone, and delivery and an effective communicator both verbally and in writing. 
• Dedicated to follow-through and results. 
• Very detail-oriented. 
• Must be an exceptional listener and work well with a team. 
• Strong organizational skills. 
• The ability to work independently with minimal supervision. 
• Bilingual preferred.

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