Practice Manager

Pediatric Associates Family of Companies•San Antonio, TX

16d

About The Position

The Practice Manager administers, directs, and coordinates the operation of a medical office, including financial and key operational performance measures, scheduling, front and clinical operations, staffing, facility maintenance, inventory management, charge posting, and other administrative tasks. The position reports directly to the Lead Physician and the Director of Front Office Operations and Clinical Services, and supervises the training, performance, and evaluation of office staff, including receptionists, medical assistants, scribes, and lab technicians. The manager oversees staffing, schedules, staff development, and employee evaluations; supports a constructive and positive work environment; coordinates staff meetings; and works to improve patient-care flow and office efficiency. Responsibilities also include managing equipment and supplies, vaccine storage and monitoring, IT and facility support, infection-control practices, patient experience, front-office operations, clinician scheduling templates, insurance verification, charge and payment posting, daily reports, deposits, and compliance with organizational policies and procedures. The role is performed in an office environment and may involve prolonged sitting or standing, stooping, bending, stretching, and occasional lifting of files or boxes weighing up to 50 pounds. It requires manual dexterity to use office equipment, clear communication, extended viewing and typing on computer screens, and the ability to work in a high-volume environment. A high school diploma or equivalent and active CPR certification are required. An associate or bachelor's degree is desired. Two years of medical-office experience is preferred; computer and medical terminology knowledge is desired.

Requirements

High school diploma or equivalent.
Active CPR certification.
Ability to communicate clearly and effectively.
Manual dexterity sufficient to operate a keyboard, type at 35 words per minute, and use a calculator, copier, scanner, email, and other necessary office equipment.
Ability to work in a high-volume environment and view and type on computer screens for extended periods.
Ability to sit or stand for long periods and to stoop, bend, stretch, and occasionally lift files or boxes weighing up to 50 pounds.

Nice To Haves

Associate or bachelor's degree desired.
Two years of work experience in a medical office setting preferred.
Knowledge of computers and medical terminology desired.

Responsibilities

Ensure staffing levels support efficient office operations.
Complete annual employee evaluations and manage new hires and staff development.
Promote Pediatric Associates Core Values and a constructive, productive, and positive work environment.
Create weekly employee schedules and delegate office responsibilities.
Schedule, coordinate, and conduct monthly staff meetings about initiatives and policies.
Participate in evaluating and improving patient-care flow and work efficiency.
Manage medical equipment and supply inventory, including ordering office supplies.
Monitor and report vaccine refrigeration, and manage vaccine storage and inventory according to regulatory and organizational policies.
Manage IT support needs and technology equipment for office operations.
Coordinate facility repairs, support services, and routine cleaning maintenance.
Maintain the clinical area in accordance with AAAHC standards and the Pediatric Associates infection-control program.
Manage the patient experience using AIDET and promote and supervise high-quality customer service to patients and families.
Understand office budgets and goals, strive to achieve budget goals, and manage employee appreciation within budget.
Manage review bins and DME and regulatory form requirements.
Maintain clinician scheduling templates and manage front-office operations, including greeting, appointment scheduling, check-in, check-out, patient tracking, copay collections, and patient balances.
Complete and reconcile daily reports, including Duplicate Charge, Missing Charge, Missing Office Visit, NP/PA, Copay, and EDI reports.
Use PA department applications: TrackIT, ProcureIT, Concur, IT ServiceNow, and Qgenda.
Schedule appointments according to office policies; greet patients and visitors promptly, courteously, and helpfully.
Scan, upload, and distribute chart documents in document manager.
Manage insurance verification from eligibility through practice-management entry.
Manage charge and payment posting.
Communicate effectively with staff and clinicians by email and routine meetings.
Identify, analyze, and solve problems; manage efficient patient flow; and resolve staff conflicts diplomatically and professionally.
Make bank deposits as necessary.
Adhere to PA policies and procedures, the PA Code of Conduct, and the PA Employee Handbook.
Act as a compliance liaison and enforce policies and procedures.
Understand performance evaluations and corrective-action processing, and counsel employees as needed.
Complete mandatory PA University courses by designated deadlines.
Ensure office practices and protocols are followed for check-in, check-out, phones, postings, and deposits.
Communicate tactfully and effectively with colleagues, patients, hospitals, and other doctors' offices; assist managers with customer-service issues, conflicts, disputes, incidents, and accidents.
Lead by example, maintain high ethical standards, and uphold Pediatric Associates Core Values.
Perform other duties as assigned.