Center Manager

National Spine and Pain Centers•Arlington, VA

12d

About The Position

The Center Manager ensures efficient and effective daily operations of assigned office locations. The role oversees administrative and clinical office direct reports, maintains professional and proficient workflows across office functions, and supports providers’ daily initiatives. The Center Manager is responsible for ensuring consistent, quality services that meet the needs of patients, providers, and the organization. The manager leads daily center operations, including patient scheduling and preparation, records and registration accuracy, billing and administrative tasks, staff supervision and development, office resources, budgeting, and coordination with providers and internal departments. The position also serves as an onsite escalation contact and helps address operational, facility, equipment, or system issues. The role is based in a fast-paced clinical office environment with regular patient interaction and potential exposure to bloodborne pathogens or other diseases and infections. Infection-control practices must be followed and enforced. Company-wide travel flexibility is necessary.

Requirements

At least three years of private medical office management and supervision experience.
Proficiency with Microsoft Office, specifically Word and Excel.
Familiarity with Electronic Medical Record and/or Electronic Practice Management systems and technologies.
Ability to work independently with minimal direction and supervision.
Strong organizational and multitasking skills, with acute attention to detail.
Ability to work resourcefully and proactively in a fast-paced, demanding environment.
Ability to recognize and perform needed duties even when they are not directly assigned.
Ability to communicate effectively and professionally with a diverse population.
Ability to deal with difficult or upset patients in a poised, professional, and empathetic manner.
Knowledge of the healthcare industry and the legal implications of work and communication in healthcare.
Ability and flexibility to travel company-wide.
Valid driver's license and ability to operate a motor vehicle as needed.
Ability to meet the physical requirements of the role, including extensive periods of sitting, standing, bending, walking, seeing, talking, and listening; full body motion, manual and finger dexterity, and hand-eye coordination; adequate visual acuity; occasional reaching, stooping, kneeling, crouching, and pushing, pulling, lifting, or moving up to 15 pounds.

Nice To Haves

Bachelor’s degree in Health Care Administration, Business, or another related field.
Two years of experience operating a licensed and accredited ambulatory surgery center, applicable only in regions with licensed ASCs.

Responsibilities

Lead and ensure accurate completion of daily administrative and clinical staff functions and work assignments.
Ensure telephone calls, voicemails, emails, faxes, and reports are handled, checked, distributed, and responded to in a timely and appropriate manner.
Confirm timely completion of Electronic Medical Record and Practice Management system tasks, including electronic fax distribution and patient diagnosis-code entry.
Ensure patient records are prepared in advance of scheduled appointments and are complete and ready for providers.
Ensure patient demographics, insurance information, and other relevant details are accurately recorded and verified in patient charts two to three days before appointments, except add-ons.
Confirm that deductibles, co-pays, balances, referrals, pre-certifications, required documents, and authorizations are obtained and accurately recorded.
Ensure medical records and notes are electronically filed promptly and maintained correctly through audits and visual inspections.
Ensure appointments are scheduled according to established guidelines and provider needs, and that patients receive accurate pre-appointment instructions.
Provide staff with regular feedback about same-day or next-day openings to help fill provider schedules.
Ensure prescription requests are forwarded promptly to the responsible provider.
Ensure accurate and timely completion of day-end billing and administrative duties.
Serve as the onsite escalation contact for patients, providers, and staff, and provide backup support for direct reports as needed.
Serve as a primary contact for building, equipment, or system failures.
Manage office supply inventory, create purchase orders, and ensure invoices and packing slips are processed properly.
Ensure center personnel present themselves professionally.
Supervise, coach, and motivate direct reports; work proactively with Human Resources on employee relations and disciplinary matters.
Ensure direct reports fulfill their responsibilities and help establish key performance indicators and goals through Performance Development Plans.
Work with the Regional Manager or Director on recruiting, hiring, and training staff, and ensure compliance with operational policies, procedures, workflow guidelines, and office systems.
Monitor the practice’s fiscal state, including expenses, cost drivers, center-level budgets, and forecasts; manage resources and assets, minimize expenses, and review the budget monthly with the Regional Manager or Director and physicians.
Schedule regular meetings with physicians to address administrative requirements and provider concerns, and follow up with recurring staff meetings and relevant presentation materials.
Collaborate with the Marketing department, physicians, and the assigned Provider Liaison to support marketing opportunities for each center.
Uphold applicable federal and state compliance regulations, the NSPC Code of Conduct, Employee Handbook, compliance policies and procedures, and healthcare fraud, waste, and abuse laws.
Understand, comply with, and enforce NSPC policies, procedures, codes of conduct, OSHA requirements, and HIPAA privacy rules, and ensure compliance among colleagues and staff.
Perform other duties as assigned.