Practice Manager III, Gastroenterology Practice

UofL Health•Louisville, KY

1d•Onsite

About The Position

The Practice Manager is responsible for the daily operations of a physician practice, overseeing routine business and clinical functions through administrative and clinical staff, including front desk, medical records, nursing, and ancillary services. The manager ensures effective use of resources and efficient service delivery, appropriate staffing to meet patient and physician needs, and implementation and administration of practice policies and procedures. The role may be in a specialty or multispecialty environment. The manager leads staff and clinic operations, monitors financial and operational performance, provider scheduling and utilization, patient access and registration workflows, referrals, and front desk productivity. The position supports regulatory, licensing, compliance, and accreditation requirements; manages employee performance and operational expenses; and works with the Director on long-range plans. The role is based at UofL Phys Outpatient, 401 E. Chestnut St., Louisville, KY 40202, and is listed as a salary shift.

Requirements

At least one year of work and supervisory experience in practice management.
Associate degree in Business Administration or a related field with an emphasis in Healthcare Administration is listed under required education; the posting also states that appropriate experience may substitute for educational requirements.
A clinical certificate or license (such as CCMA, LPN, or RN) is listed under required education.
Effective working knowledge of healthcare financial management, including medical practice accounting, third-party reimbursement issues, patient flow, and facilities management.
Ability to communicate effectively and clearly in verbal and written formats.
Ability to read and interpret business and professional publications, technical procedures, and governmental regulations; write reports, business correspondence, and procedure manuals; and present information and respond to inquiries or complaints.
Knowledge of organizational policies, procedures, systems, objectives, fiscal management techniques, governmental regulations, and compliance requirements.
Ability to perform arithmetic and calculate rates, ratios, and percentages, and interpret bar graphs.
Ability to plan, organize, and supervise; exercise initiative, judgment, and problem-solving skills; 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.
Computer skills, including 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.
Ability to maintain confidentiality and protect sensitive data, adhere to safety standards, collaborate with team members, and provide effective customer service.

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.

Responsibilities

Meet business and financial goals and goals for patient and employee satisfaction.
Supervise staff while the clinic is in operation.
Prepare, recommend, and monitor the clinic budget, goals, and objectives, considering input from clinic staff.
Lead and develop employees, including hiring, training, development, and salary recommendations.
Manage provider and schedule utilization, including non-booked, overbooked, and unavailable time; monitor wait times before rooming 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-loop status, outgoing referrals, days to triage, days to schedule, and days until the first appointment.
Manage the welcome check-in rate from the office kiosk and monitor average 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 compliant with regulatory, licensure, compliance, and accreditation requirements.
Serve as liaison between the practice and the Central Billing Office.
Assist the Director with implementation and development of long-range plans.
Establish work procedures and standards to improve practice efficiency and effectiveness.
Develop guidelines for prioritizing work and modifying activities to maintain appropriate staffing levels.
Respond promptly and empathetically to patients, physicians, and team members.
Manage employee performance by completing appraisals, setting individual goals, monitoring and documenting performance, rewarding and disciplining employees, resolving issues, and counseling or recommending termination as required.
Assist in managing FTEs and operational expenses to ensure sound fiscal operations.
Monitor practice purchases and develop corrective strategies for excessive order volume or cost, communicating strategies with 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 implementation and administration of internal practice policies and procedures in conjunction with U of L Physician standard policies and procedures; interpret applicable laws, rules, and regulations and ensure compliance.
Maintain effective communication among all levels of personnel and conduct regular staff meetings.
Maintain patient confidentiality and comply with HIPAA privacy and security requirements and company policies, procedures, and standards of conduct.
Demonstrate professionalism, commitment to organizational values, collaboration, safety, and exceptional customer service.