Center Manager

National Spine and Pain Centers•Manassas, VA

10d

About The Position

The Center Manager ensures efficient and effective daily operations of assigned office locations. The role oversees administrative and clinical staff, maintains professional and proficient workflows across office functions, and supports providers’ daily initiatives. The Center Manager helps ensure consistent, high-quality services for patients, providers, and the organization. This position leads daily center operations, supervises and develops direct reports, supports staffing and training, monitors center budgets and resources, and coordinates with physicians, regional leadership, Human Resources, and Marketing. It also serves as an onsite escalation contact and helps maintain compliance with applicable healthcare regulations, organizational policies, OSHA requirements, and HIPAA privacy rules. The role is based in a fast-paced clinical office with regular patient interaction and use of standard office equipment. Travel across the company may be necessary. The position involves regular sitting, standing, bending, walking, seeing, talking, and listening; occasional reaching, stooping, kneeling, crouching, and moving up to 15 pounds; and the ability to operate a motor vehicle with a valid driver's license as needed.

Requirements

At least three years of private medical office management and supervision experience.
Proficiency with Microsoft Office, particularly Word and Excel.
Familiarity with EMR and/or Electronic Practice Management systems and technologies.
Ability to work independently with minimal direction and supervision; driven and highly motivated.
Excellent organizational and multitasking skills, with close attention to detail.
Ability to work in a fast-paced, demanding environment and demonstrate resourcefulness and proactivity.
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 handle difficult or upset patients in a poised and professional manner and demonstrate empathy.
Knowledge of the healthcare industry and the legal implications of work and communications in healthcare.
Ability and flexibility to travel company-wide.
Ability to operate a motor vehicle with a valid driver's license, as needed.

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 calls, messages, emails, faxes, and reports are checked, handled, and distributed 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 pertinent chart details are accurately recorded and verified, generally two to three days before appointments except for add-ons.
Confirm that patient deductibles, co-pays, balances, referrals, pre-certifications, documents, and required authorizations are obtained and accurately recorded.
Verify that medical records and notes are electronically filed promptly and maintained correctly through periodic 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 for direct reports when needed.
Act 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 maintain a professional presentation.
Supervise, coach, and motivate direct reports; work with Human Resources on employee relations and disciplinary matters in a timely manner.
Ensure direct reports perform their duties, and help establish 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 technologies.
Monitor the practice’s fiscal condition, including expenses, cost drivers, center-level budgets, and forecasts; manage resources and assets, minimize expenses, and review the budget monthly with regional leadership and physicians.
Schedule regular physician meetings to address administrative requirements and provider concerns, then follow up with recurring staff meetings and organized presentation materials.
Collaborate with Marketing and physicians on marketing opportunities for assigned centers and work with the assigned Provider Liaison.
Uphold applicable federal and state compliance requirements, 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 and procedures, codes of conduct, OSHA requirements, and HIPAA privacy rules; ensure compliance standards are followed by colleagues and staff under the role’s oversight.
Perform other duties as assigned.