Practice Manager

Pediatric Associates Family of Companies•Dallas, TX

20d

About The Position

The Practice Manager administers, directs, and coordinates medical office operations, including financial and key operational performance measures, scheduling, front and clinical operations, staffing, facility maintenance, inventory, charge posting, and other administrative tasks. The role reports directly to the Lead Physician, Director of Front Office Operations and Clinical Services, and supervises the training, performance, and evaluation of the office staff, including receptionists, medical assistants, scribes, and lab technicians. The Practice Manager oversees staffing and employee development, office schedules and responsibilities, staff meetings, patient flow and experience, equipment and supply inventory, vaccine storage and monitoring, IT needs, facility support, compliance, and administrative and financial processes. The position works in an office environment and involves extended periods of sitting or standing, computer use, and occasional lifting of files or boxes weighing up to 50 pounds.

Requirements

High school diploma or equivalent.
Active CPR certification.
Ability to communicate clearly.
Manual dexterity to use a keyboard, type 35 words per minute, and operate a calculator, copier, scanner, email, and other necessary office equipment.
Ability to view and type on computer screens for long periods and work in a high-volume environment.
Prefer two years of work experience in a medical office setting.

Nice To Haves

Associate or bachelor's degree desired.
Knowledge of computers and medical terminology desired.

Responsibilities

Ensure staffing levels that maintain 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 new initiatives and policies.
Participate in evaluating and improving patient care flow and work efficiency.
Manage medical equipment and supply inventory.
Monitor and report vaccine refrigeration; manage vaccine storage and inventory according to regulatory and organizational policy.
Manage IT support and technology equipment needs for office operations.
Coordinate facility repairs and support services, including routine cleaning maintenance.
Maintain the clinical area in accordance with AAAHC standards and the Pediatric Associates infection control program.
Manage the overall patient experience using AIDET and promote and supervise high-quality customer service for patients and families.
Demonstrate understanding of the office budget and goals and strive to achieve budget goals.
Manage review bins to ensure efficient processing.
Manage DME and regulatory form requirements.
Maintain clinician scheduling templates.
Manage front-office operations, including greeting, appointment scheduling, check-in, check-out, patient tracking, copay collection, 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 the document manager.
Manage insurance verification from eligibility through practice-management entry.
Manage charge and payment posting.
Communicate effectively with staff and clinicians through email and routine meetings.
Manage employee appreciation within the budget.
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.
Perform other duties as assigned.
Act as a compliance liaison enforcing policies and procedures.
Understand performance evaluations and corrective-action processing; counsel employees as needed.
Complete required PA University courses by designated deadlines.
Ensure office practices and protocols are followed for check-in, check-out, phones, postings, and deposits.
Manage and order office supplies.
Communicate tactfully and effectively, share information, and respond to email in a timely manner.
Assist the manager with calls from patients, hospitals, and other doctors’ offices.
Support the office manager, local management team, providers, and staff; assist managers with customer-service conflicts, disputes, incidents, and accidents.
Maintain high ethical standards, lead by example, and uphold Pediatric Associates Core Values.