Practice Manager II, Primary Care

UofL Health•Louisville, KY

1d•Onsite

About The Position

The Practice Manager is responsible for managing the daily operations of the physician practice. They are overall responsible for the routine business and clinical functions through administrative and clinical staff, including front desk, medical records, nursing, and ancillary services, to ensure maximum utilization of resources and the efficient delivery of services. The Practice Manager ensures the office is appropriately staffed to meet the needs of the patients and physicians and develops and oversees the implementation and administration of internal practice policies and procedures. This role may also function in a specialty or multi-specialty environment.

Requirements

Span of control: Eight to nineteen employees (8-19).
Number of clinical sites: Two to three locations/sites (2-3).
Number of providers: Four to eight providers (4-8).
Net Revenue: Two to four million (2-4 million).
Associate degree in Business Administration or related field with an emphasis in Healthcare Administration preferred.
One year of work and supervisory experience in practice management.
Effective working knowledge of healthcare financial management, specifically medical practice accounting, third party reimbursement issues, patient flow and facilities management.
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to common inquiries or complaints from groups of managers, clients, customers, and the general public.
Knowledge of organizational policies, procedures, systems, and objectives.
Knowledge of fiscal management techniques.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Knowledge of governmental regulations and compliance requirements.
Ability to plan, organize and supervise.
Ability to exercise initiative, sound judgment and problem-solving techniques in the decision-making process.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Ability to develop and maintain effective relationships with medical and administrative staff, patients, and the public.
Ability to communicate clearly.
Knowledge of health care administration systems.
Allscripts/EPIC, centricity business.
Microsoft applications.
Ability to use various computer systems and applications.
Must be proficient with the Microsoft Office Suite, Internet navigation, database management, desktop publishing, spreadsheet, and graphic presentation packages.
Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times.
Maintains confidentiality and protects sensitive data at all times.
Adheres to organizational and department specific safety standards and guidelines.
Works collaboratively and supports efforts of team members.
Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.

Nice To Haves

Clinical certificate/license (CCMA, LPN, RN….).
Bachelor’s degree in Business Administration or related field with an emphasis in Healthcare Administration preferred.
Appropriate experience may be substituted for educational requirements.
3 – 5 years practice management or practice administrator experience.

Responsibilities

Meets the business and financial goals as well as the goals for patient satisfaction and employee satisfaction.
Provides supervision to staff while the clinic is in operation.
Prepares, recommends, and monitors clinic budget, goals, and objectives, taking into consideration input from clinic staff.
Effectively leads and develops a team of employees, including hiring, training and development, and salary recommendations.
Manages provider and schedule utilization, monitoring non-booked regular, overbooked, and unavailable time, as well as average wait time before rooming and daily attendance of appointments.
Monitors front desk quality workflow by checking workflow without warning rate, encounter verification rate, MSPQ completion rate, and front-end collections.
Monitors front desk productivity by checking contacts resolved on Patient WQ, Referrals authorized, and referrals released from WQ.
Manages referrals by monitoring authorized by DOS, loop closed, loop outgoing, days to triage, days to schedule, and days until first appointment.
Manages the welcome check-in rate from the office kiosk.
Monitors average sign-in/check-in and registration time.
Participates in the planning and development of policies and procedures, as well as clinic-specific procedures and programs.
Monitors payroll system to control time management.
Ensures and maintains an environment that complies with regulatory, licensure, compliance, and accreditation requirements.
Acts as the liaison between the practice and Central Billing Office.
Assists Director with the implementation and development of long-range plans.
Establishes work procedures and standards to improve the efficiency and effectiveness of the practice.
Develops guidelines for prioritizing work activities and modifying activities as necessary to ensure appropriate staffing levels are maintained.
Shows concern for patients, physicians, and team members by listening, empathizing, and responding promptly.
Responsible for employee performance management by completing performance appraisals and setting individual goals as outlined in policies and procedures.
Monitors and documents performance of team members.
Rewards and disciplines team members as needed; resolves team member issues.
Counsels, disciplines, and/or recommends termination of employees as required.
Assists in the management of FTEs and operational expenses to ensure sound fiscal operations of the practice.
Monitors purchases for practice; plans a corrective strategy when order levels are excessive in volume or cost and communicates strategy with administration.
Analyzes financial and practice activity reports.
Manages Call Center environment (if applicable) and establishes departmental metrics.
Maintains Provider schedule for clinical practice.
Develops and oversees implementation and administration of internal practice policies and procedures in conjunction with U of L Physician standard policies and procedures.
Interprets applicable laws, rules, and regulations and ensures the practice is in compliance.
Develops and maintains effective communications between all levels of personnel.
Maintains patient confidentiality and complies with HIPPA policies and procedures.
Conducts staff meetings regularly.
Maintains compliance with all company policies, procedures, and standards of conduct.
Complies with HIPAA privacy and security requirements to always maintain confidentiality.
Performs other duties as assigned.