Practice Manager I - Longstreet Clinic - Family Medicine

Northeast Georgia Health System•Oakwood, GA

About The Position

Practice Manager I will work independently and have primary responsibility for supervising the Operational, Human Resource, administrative, and business functions, along with all administrative and clerical staff of his/her assigned area (single location setting). The Practice Manager I will be responsible for providing the necessary administrative and clerical support structure to encourage a patient-centric care environment, to include customer service functions such as telephone service, appointment and/or surgery scheduling, new patient coordination, authorizations and referral processes, and back office functionality.

Requirements

Current BLS certification required or must be obtained within 30 days of hire.
High School Diploma or GED.
A minimum of three (3) years of medical office and/or business office experience, with a minimum of one (1) year as lead or supervisory experience.
Knowledge of medical practices, terminology, and reimbursement policies
Skilled in planning, organizing, delegating, problem solving and supervising.
Excellent verbal and written communication
Demonstrated ability to supervise operations and/or customer service

Nice To Haves

Associates Degree in business and/or healthcare related fields.

Responsibilities

Maintains clinic schedules for all clinical providers, across all assigned locations.
Develops, changes, maintains and updates provider scheduling templates within the practice management system.
Develops, monitors and maintains procedures for patient reception, appointments and cancellations and traffic flow in order to ensure consistently prompt, effective service to patients and visitors.
Functions at the reception desk performing all functions of MOA level staff on a short-term basis for illness, personal emergencies and vacations.
Monitors telephone systems within the practice; supervising staff phone encounters.
Provides customer service, solves basic patient complaints, trains and supervises staff on customer service skills.
Differentiates patient complaints from risk management issues and elevated RM issues appropriately.
Completion of Variance Reports.
Demonstrated advanced customer recovery skills.
Addresses significant customer concerns in an articulate and diplomatic manner both verbally and in writing.
Assists providers in managing patient schedules through the practice management system.
Interacts with providers on day-to-day operational issues affecting practice.
Produces and/or reviews an array of data to track provider activities (e.g.: productivity, compliance with regulatory requirements, etc.)
Participates in the credentialing process for new providers.
Supervises daily activities of all practice staff involved with administrative functions (registration, new patient coordination, appointment and surgery scheduling, authorization, etc.), and all clinical staff involved in patient care activities.
Responsible for assuring thorough orientation and training of all staff, often using or creating materials and orientation plans.
Participates in maintaining thorough, accurate and current training materials and programs.
Provides regular feedback on employee performance.
Completes employee evaluations.
Establishes performance improvement plans with employees.
Drafts counseling memos and recommends and/or initiates disciplinary action when needed.
Processes PRC forms for new and replacement positions using existing job description.
May also work with HR to revise and update job descriptions to reflect current job duties.
Conducts and/or participates in interview process
Screens resumes to select interview candidates.
Interviews job candidates and may select candidates for final round of interviews with physician leaders and/or Administrative Director.
Makes hiring decisions.
Assures compliance with specified regulatory requirements using established policies and procedures.
Provides staff with training and training materials on Safety requirements.
Responsible for assuring practice performs well in safety rounds.
Establishes plans for improvement to rectify deficiencies.
Ensures appropriate training and certification of staff in use if all applicable IT systems and applications.
Ensures proper training for staff and monitoring of patient privacy requirements in the in the use of IT systems (electronic, telephonic, etc.)
Assures compliance with specified regulatory requirements using established policies and procedures.
Establishes plans for improvement to rectify deficiencies.
Ensures proper training for staff in the maintenance of patient privacy and all HIPAA requirements with respect to release of patient information, etc.
Ensures appropriate training, certification and access control of staff in use all clinical data and repository systems.
Performs revenue management functions for the practice, including developing a system for timely and accurate charge capture.
Prepares or supervises preparation of encounter forms for batching or unit based charge entry (if applicable).
Maintains log of missing encounter forms for follow-up and reconciliation.
Follows up with providers for missing or incomplete encounter forms/charges/incomplete notes.
Identifies common registration errors and acts proactively to reduce occurrence.
Reviews rejection reports.
Works with CBO to identify opportunities for improvement.
Acts as practice depositor or delegates this duty.
Supervises cash collection activities at front desk.
Audits cash handling procedures.
Monitors co-pay collection against expected collections.
Works with CBO to identify changes/corrections to encounter forms, such as annual HCPCS/CPT/ICD-10 changes.
May identify opportunities for improved format and/or revenue collection.
Utilizes Epic system report functions.
Understands research billing requirements and assures correct billing to accounts.
Investigates expense variances.
May provide input into direct expense projections.
Maintains purchasing log, works with accounts payable, accounts receivable, and purchase orders.
Has signature authority for approving accounts payable.
Flags items for repair and reports safety issues.
Orders equipment and maintains office supplies for the functionality of the office.
Manages equipment maintenance agreements assuring vendor compliance with service standards.
Responsible for significant facilities and compliance of direct reports to basic standards, (i.e.: offices, waiting area).
Works with facilities management and environmental services to ensure ongoing facility maintenance.
May oversee limited facility renovation projects.