Job Description

Job Description

Job Description

Description:

Job Title: Practice Manager

Supervisor: Director of Practice Management

Employment Type: Full-Time

FLSA Classification: Exempt

Location: Various; Travel Required

SUMMARY OF RESPONSIBILITIES

The Practice Manager provides key supervision for all clinic functions in his or her location and serves as the central administrator of its daily operations. The Practice Manager is responsible for all aspects of the relationship between patients and the Clinic; provides multi-disciplinary training for new hires and current employees; and monitors, implements, and enforces policies and standards relating to PTCOA’s unique employment setting to maximize the delivery of exceptional patient care. The Practice Manager additionally exercises significant discretion in hiring support staff, ordering supplies, and coordinating clinic scheduling.

ESSENTIAL FUNCTIONS

(1) Daily Operations. Ensures smooth daily operation of the practice; appropriately troubleshoots problems and proactively identifies issues and develops recommendations for resolving issues. Manages daily staffing to ensure optimal operation of the Clinic. Provides effective guidance and feedback to all operational areas while developing a thorough knowledge of all departments and functions. Creates a respectful workplace and is accessible, open to new ideas, and respectful of the opinions of others, fostering a cooperative and collaborative environment. Responsible for all aspects of providers’ schedules and scheduling templates.

(2) Patient Service. Provides superior patient service and an exceptional patient experience, demonstrating responsiveness and sensitivity to patient needs with urgency to resolve any patient dissatisfaction in accordance with patient needs, company policies and procedures, government regulations and other applicable standards. Receives and assesses complaints and questions from patients of the Clinic and determines, based on guidance provided, the appropriate action to take in order to achieve resolution. Oversees the patient feedback program.

(3) People Management. Supervises all non-provider staff within the Clinic. Leads by example and always motivates diverse teams with self-confidence by exemplifying the company mission, values, and culture. Adapts leadership style to effectively deal with different situations and people, responding professionally when confronted with changes, adversity, and other work-related pressures. Ensures employee compliance with all applicable policies and procedures. Counsels and, in collaboration with the Human Resources Department, disciplines employees when necessary. Performs all supervisory timekeeping tasks in HRIS system and manages time off calendar for all Clinic staff. Conducts performance evaluations for new hires at the end of their introductory period, as well as on an annual basis for all staff. Leads regular staff meetings. Assists with recruiting tasks and hiring decisions.

(4) Coordination with Administration. Works closely and regularly with members of various departments (Human Resources, Finance, IT, Patient Support, etc.) to ensure that Clinic is following all appropriate policies, procedures, etc. with respect to that subject area. Serves as resource for all administrative departments for anything needed from Clinic.

(5) Training, Education and Policy Enforcement. Ensures that new hires are properly trained on all applicable policies, procedures, regulations, etc. needed to successfully perform their jobs. Monitors employee performance as necessary to identify the need for additional training and ensures that such training is provided. Regularly audits patient charts to confirm that providers and staff are complying with internal policies, as well as applicable federal and state regulations. Ensures that providers and staff are using appropriate versions of policies, forms, procedures, EMR updates, etc. Maintains copies of all applicable PTCOA policies, including the Employee Handbook and the Policies and Procedures Manual, among others, and ensures that employees are familiar with and following such policies.

(6) Compliance. Ensures Clinic’s compliance with all applicable regulations, statutes and laws, including, but not limited to, the following: HIPAA, worker’s compensation, MIPS/MACRA, FMLA, FLSA, ADA, Stark Law, False Claims Act (and any state equivalent), Medicare and Medicaid fraud and abuse regulations, etc. Additionally, the Practice Manager is responsible for ensuring Clinic compliance with internal processes and policies, including those regarding the urine drug testing program, compliant charting, etc. The Practice Manager also serves as the OSHA Safety Coordinator for the Clinic.

(7) Procurement and Supply Management. Oversees ordering, stocking and management of all supplies at your location.

(8) Facility Management. Manages and oversees facility issues at your location. This includes, but is not limited to, resolving issues involving utilities, plumbing, phones, computers, printers, fax machines, alarms, etc. and/or calling the appropriate individuals (whether internal or external) to resolve these issues.

(9) Marketing and Referral Development. Schedule in-person visits with referring physicians on a regular basis. Engage in community activities designed to enhance the company’s reputation and name awareness in the community. Conduct appropriate follow up with referral sources including visits, e-mails or written correspondence.

(10) Performs other related duties as assigned.

CORE COMPETENCIES

• Exceptional written communication, verbal communication, and interpersonal skills, someone who can maintain a healthy and positive atmosphere for employees.
• Strong management and leadership skills, particularly mentoring, coaching, and conflict management.
• Knowledge of current medical terminology to communicate with physician, staff, and patients
• Ability to effectively present information and respond to questions from employees, patients, and the general public
• Ability to define problems, collect data, establish facts, and suggest logical and valid conclusions
• Ability to logically troubleshoot, analyze situations, and make appropriate decisions within the scope and authority of the position
• Ability to analyze and interpret complex data
• Knowledge of regulatory and compliance best practices in the healthcare setting
• Knowledge of health care environment, medical office policies and procedures, general accounting procedures, and human resource management practices.
• Excellent listening and follow-through abilities and a willingness to accept constructive criticism.

REQUIRED EDUCATION, EXPERIENCE, AND/OR CERTIFICATIONS

The position requires a bachelor’s degree, preferably in the fields of business administration, health management, accounting, or a related area of study, plus two (2) years of experience in a management or leadership role with a health care provider or related entity, or a combination of practical experience and education.

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

This is a full-time position. Days and hours of work are expected to fluctuate significantly but at a minimum require work before, during, and after regular business hours. Frequent travel will be required. The position operates in a professional office environment and the incumbent, in the course of performing this position, spends time writing, typing, speaking, listening, driving, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), standing, sitting, walking, and reaching. The incumbent operates all standard office equipment, motor vehicles, and mobile phones. The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

OTHER

The Practice Manager’s performance is evaluated by the Director of Practice Management. PTCOA reserves the right to change this job description at any time according to business needs and/or assign tasks that it may deem appropriate. This document does not represent a contract of employment, and employment with PTCOA may be terminated by the employee or employer at any time, for any reason, unless otherwise stated in a written and signed agreement.

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