Practice Manager

Forefront Dermatology•Santa Barbara, CA

4h•Hybrid

About The Position

The Practice Manager provides leadership, communication, and guidance to physicians, providers, clinic team leaders, and staff in their clinic while promoting the values and mission statement of Forefront Dermatology. Accountable for cultivating clinic leadership, leading operational excellence, and delivering a patient experience that results in the highest levels of patient satisfaction and retention. Accountable for clinic-level economic profitability and growth. Act as the primary communication liaison between Support Services and the clinic, including but not limited to corporate policy and procedural changes as well as clinic operational protocols. This role involves oversight of Thousand Oaks, Carpinteria, and Santa Barbara clinics, requiring travel to all locations.

Requirements

Successful completion of a registered nursing degree.
Two years of previous work experience in dermatology or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting is preferred.
Must keep current on state licenses and/or registrations to continue employment.
Valid Driver License and driving record that allows for insurability by Forefront Dermatology.
Demonstrated leadership experience.
Must be able to demonstrate leadership by serving as an example to others with regard to professional behavior, handling multiple tasks, maintaining a positive attitude, and in response to organizational change.
Proficiency with Microsoft Word, Excel and PowerPoint.
Must possess excellent leadership, organizational, computer, and communication skills.
Ability to work effectively and cooperatively with staff, board, clients, and the public.
Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.
Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness.
Ability to maintain confidentiality of information.
Ability to communicate in an active multi-office environment.
Ability to efficiently operate all job related office equipment (telephone, computer, calculator, fax, copier).
Ability to communicate via telephone & email.
Ability to sit for large portions of a workday.

Nice To Haves

Preference given to BSN.
Previous work experience in dermatology or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting is preferred.

Responsibilities

Analyze trends in revenue, productivity, appointments, workdays and patient flow to maximize practice growth and provider performance.
Oversee physician and staff schedules to manage time off in order to maximize patient convenience while also managing practice expenses to maintain practice profitability.
Maximize clinic operational efficiency, customer service, and performance, as well as physician and mid-level provider satisfaction through effective leadership.
Conduct weekly check-ins with Team Leaders for review of clinic operations and planning for upcoming changes, including staff issues, development, training, work schedules, concerns, equipment/supply needs, staffing analysis, and economic performance.
Conduct monthly meetings with the clinic leadership team (Physicians, Providers, and TLs) for review of clinic operations, economic performance, Key Performance Indicators (KPIs), and to discuss questions and concerns.
Oversee the extended operations team through monthly TL meetings, presenting standardized companywide topics and developing additional content specific to particular clinics.
Complete standard quarterly clinic reviews and written summary reports, including reception and clinic operations, CLIA, HIPAA, and OSHA, and meet with physicians, providers, and TLs to review these reports.
Provide a weekly email summary to the physician advisor and VP of Operations detailing accomplishments, discussions, challenges, and the upcoming week's schedule.
Prepare for and actively participate in required management meetings.
Serve as the liaison between Support Services and the clinic.
Develop and keep updated TL and Clinic staff training materials in collaboration with RCMs and Support Services managers.
Develop content for monthly TL meetings in collaboration with RCMs and Support Services managers.
Be responsible for overall clinic staffing performance, including interviewing, selection, hiring, terminations, performance reviews, orientation, training, and time and attendance.
Directly responsible for clinic TL orientation and accountable for TL performance.
Oversee accuracy of clinic staff work schedules and review staff time & attendance reports.
Ensure all staff are trained effectively and that TLs lead effective monthly staff meetings.
Ensure team leaders effectively manage clinic operations to the satisfaction of physicians and mid-level providers and in accordance with company policies.
Be responsible for the completion of 90-day and annual staff performance reviews for direct reports and ensure clinic TLs complete staff reviews on time.
Provide coaching for TLs on completion of staff performance reviews and performance corrections.
Coordinate all aspects of new physician or provider orientation and onboarding.
Coordinate equipment, scheduling, and other aspects related to expanding or adding new services to an existing clinic.
Ensure clinics are adequately staffed to provide the best patient experience and support physician efficiency.
Be responsible for ensuring all clinic and providers deliver the best patient experience for every patient.
Ensure effective resolution of all patient concerns.
Ensure clinic compliance with HIPAA, OSHA, CLIA requirements, meaningful use requirements, and all state regulations.
Report all compliance issues to the compliance committee and help ensure effective resolution.
Prepare for and participate in CLIA surveys, assist in ensuring new policies and procedures are CLIA compliant, and oversee maintenance of quality control and quality assurance records.
Coordinate the scheduling and ensure timely proficiency testing, coordinate troubleshooting actions for quality assurance, quality control, and proficiency issues, and provide written Plan of Correction responses to CLIA deficiencies.
Perform annual OSHA inspections with TL and address relevant issues, maintaining written inspection reports.
In collaboration with RCMs, review and update all clinical policies and procedures annually or more frequently as changes occur.
Adhere to compliance and complete compliance training.
Perform other related duties as assigned.