Practice Manager II, Jewish Hospital, Transplant and Heart Failure Clinics

UofL Health•Louisville, KY

2d•Onsite

About The Position

The Practice Manager is responsible for daily operations of the physician practice, including routine business and clinical functions performed by administrative and clinical staff across front desk, medical records, nursing, and ancillary services. The role ensures effective use of resources and efficient service delivery, appropriate staffing for patients and physicians, and implementation and administration of internal practice policies and procedures. The position may operate in a specialty or multispecialty environment. The manager oversees clinic performance, finances, staffing, provider schedules, patient flow, referrals, front-desk workflows, payroll, regulatory compliance, and employee performance. The role also coordinates with the Central Billing Office, supports long-range planning, and maintains effective communication across personnel. This position serves Jewish Hospital’s Transplant and Heart Failure Clinics.

Requirements

Associate degree in Business Administration or a related field with an emphasis in Healthcare Administration is listed as preferred; a clinical certificate or license such as CCMA, LPN, or RN is also listed.
One year of work and supervisory experience in practice management.
Effective working knowledge of healthcare financial management, including medical practice accounting, third-party reimbursement, patient flow, and facilities management.
Ability to communicate effectively verbally and in writing.
Ability to read, analyze, and interpret business publications, professional journals, technical procedures, and governmental regulations.
Ability to write reports, business correspondence, and procedure manuals and to present information and respond to inquiries or complaints.
Knowledge of organizational policies, procedures, systems, and objectives; fiscal management techniques; and governmental regulations and compliance requirements.
Ability to perform basic arithmetic and calculate rates, ratios, and percentages, and to interpret bar graphs.
Ability to plan, organize, supervise, exercise sound judgment, solve problems, and interpret written, oral, diagrammatic, or schedule-based instructions.
Ability to develop and maintain effective relationships with medical and administrative staff, patients, and the public, and to communicate clearly.
Knowledge of healthcare administration systems.
Proficiency with Microsoft Office Suite, internet navigation, database management, desktop publishing, spreadsheets, and graphic presentation packages; ability to use various computer systems and applications.
Knowledge or experience with Allscripts/EPIC and Centricity Business.

Nice To Haves

Bachelor’s degree in Business Administration or a related field with an emphasis in Healthcare Administration.
Three to five years of practice management or practice administrator experience.
Appropriate experience may be substituted for educational requirements.

Responsibilities

Meet the practice’s business, financial, patient satisfaction, and employee satisfaction goals.
Supervise staff while the clinic is operating.
Prepare, recommend, and monitor the clinic budget, goals, and objectives, incorporating staff input.
Lead and develop employees, including hiring, training, development, and salary recommendations.
Manage provider and schedule utilization, including non-booked, overbooked, and unavailable time; monitor rooming wait times and appointment attendance.
Monitor front-desk workflow quality, including workflow without warning rate, encounter verification rate, MSPQ completion rate, and front-end collections.
Monitor front-desk productivity, including Patient WQ contacts resolved, referrals authorized, and referrals released from WQ.
Manage referrals by monitoring authorization by date of service, closed loops, outgoing loops, days to triage, days to schedule, and time until the first appointment.
Manage the office kiosk welcome check-in rate and monitor sign-in, check-in, and registration times.
Participate in planning and developing policies, procedures, clinic-specific procedures, and programs.
Monitor the payroll system to control time management.
Maintain an environment that complies with regulatory, licensure, compliance, and accreditation requirements.
Serve as liaison between the practice and the Central Billing Office.
Assist the Director with developing and implementing long-range plans.
Establish work procedures and standards to improve practice efficiency and effectiveness.
Develop guidelines for prioritizing and modifying work activities to maintain appropriate staffing levels.
Listen and respond promptly and empathetically to patients, physicians, and team members.
Manage employee performance, complete appraisals, set individual goals, document performance, and reward or discipline team members as needed.
Resolve employee issues and counsel, discipline, or recommend termination as required.
Assist in managing FTEs and operating expenses to maintain sound fiscal operations.
Monitor practice purchases, develop corrective strategies when order volume or cost is excessive, and communicate strategies to administration.
Analyze financial and practice activity reports.
Manage the call center environment and establish departmental metrics, if applicable.
Maintain provider schedules for the clinical practice.
Develop and oversee internal practice policies and procedures in conjunction with U of L Physician standard policies and procedures; interpret applicable laws and regulations and ensure compliance.
Develop and maintain effective communications across all personnel levels.
Maintain patient confidentiality and comply with HIPAA policies, procedures, privacy, and security requirements.
Conduct regular staff meetings.
Comply with company policies, procedures, and standards of conduct.
Perform other duties as assigned.
Demonstrate professionalism, service commitment, and appropriate conduct and demeanor.
Protect sensitive information and maintain confidentiality.
Follow organizational and department safety standards and guidelines.
Collaborate with and support team members.
Provide exceptional customer service and interact effectively with physicians, patients, residents, visitors, staff, and the broader healthcare community.