Practice Manager

Who We Are:

Platinum Dermatology Partners is a network of high-quality dermatology clinics that focus on collaborative and innovative ideas to drive growth. We offer general dermatology, cosmetic, medical, plastic surgery, and cancer screening treatments. We have over 130+ clinics, 350+ providers, and 2200+ employees in clinics across Texas, Arizona, California, Nevada, and Florida. We are a rapidly growing company that allows our doctors to focus on providing exceptional care without worrying about the operational side of the business. Our core values focus on collaboration, ownership, respect, excellence, authenticity, and integrity. Our purpose is to empower the practice of exceptional dermatology.

Company Conformance Statements:

In the performance of their respective tasks and duties, all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers, and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Position purpose

An employee with responsibility/accountability for leading and managing one clinic location. Instrumental in defining the mission, goals, budget, and performance standards for the clinic and communicating them to the staff. Responsible for managing the operations of both locations and being able to lead teams to a high level of positive patient customer service. Utilizes knowledge of organization policies, procedures, and systems. Uses skills in planning, organizing, delegating, and supervising. Must work effectively with physicians, staff, patients, and public and external agencies. Must have the ability to take initiative and to exercise independent judgment, decision-making, and problem-solving expertise.

Responsibilities/Duties/Functions/Tasks:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Leadership Skills: Leads employees to accomplish all job objectives; inspires confidence and motivation; clearly defines expectations, and maintains personal effectiveness under pressure.
2. Helps establish/implement goals, objectives, policies, procedures, and systems for the clinic.
3. Monitors and controls clinic expenditures within the approved budget.
   1. Keeps inventory of all products and supplies.
   2. Daily monitoring of supply utilization and making sure controls are in place for inventory.
4. Determines system for interdepartmental functions in keeping with clinic systems and communicates to staff. Monitors effectiveness.
5. Able to provide physician reports and provide consultation as needed.
6. Demonstrates leadership skills of:
   1. Critical Thinking
   2. Conflict Management
   3. Negotiation and Motivation
   4. Personnel Development
7. Fosters the goals of team building with clinic staff.
8. Demonstrates appropriate delegation and coordination of tasks and duties in the operations of the physician clinic, using appropriate organizational/priority setting skills.
   1. Establishes a system of communication to coordinate activities/functions.
   2. Assigns responsibility for the interdepartmental function.
   3. Develops the leadership skills of staff through delegation of responsibility.
   4. Empower staff to achieve their best professionally and guide them through creative problem-solving.
9. Revenue Cycle Management
   1. Develop ongoing communication with the RCM team.
   2. Monitor all collections and report monthly metrics to management.
   3. Denial Management
   4. Maintains 95% or better adjusted next collection rate.
10. Scheduling
    1. Review clinic volumes daily to make sure provider schedules are filled.
    2. Review no-show and cancellation reports daily. Work with staff to reschedule and review charge entries for no-shows.
    3. Recalls-ongoing review to ensure a process is in place and recalls are being entered in the system.
11. Staffing Schedules
    1. Staff must have schedules for starting and ending their work shifts two weeks in advance.
    2. Provide timely staffing coverage.
    3. Monitor overtime, and follow policy to ensure all overtime is pre-approved.
    4. Monitor mileage expense reports for accuracy.
12. Financials and Budget
    1. Review monthly P & L for continuous improvement of revenue and expense opportunities.
       1. Must provide a follow-up strategy to management for areas of opportunities.
       2. Review expenses thoroughly.
       3. Must review any order request and make sure aligned with the budget.
       4. Communicate any requests that follow are capex policy.
       5. Work with Management on creating or enhancing budgets for clinic locations.
       6. Responsible for clinic location performance.
13. Marketing
    1. Partner with Marketing on nearby clinic events.
    2. Participate in outreach efforts with referring providers.
    3. Communicate and evaluate any marketing needs for clinic locations.
    4. Must always keep the business budget in mind when making requests.
    5. Review social media and provide suggestions for content.
14. Communication
    1. Provide ongoing communication to teams.
    2. Create or establish daily huddle meetings.
    3. Monthly staffing meetings are scheduled 5 days in advance and must be creative with timing while keeping the business needs in mind.
       1. Keep providers up to date with any communication and ask for feedback for the agenda.
    4. Provide agenda and minutes to teams.
15. Recruitment Talent Management
    1. Work closely with Human Resources on recruitment efforts.
    2. Must be timely with response to any potential candidate from time of application and interview.
    3. Must follow up timely with HR Manager.
    4. Must have an understanding of the need of each role whether it's new or a replacement. All positions must always be reviewed to make sure it meets the business needs.

Education:

• Associate degree or Bachelor's in Business is preferred.

Qualifications/Experience:

• Minimum of 3-5 years medical office management is required.
• Dermatology and cosmetic experience is required.
• Knowledge of clinic and company policies and procedures
• Knowledge of medical terminology and insurance practices
• Knowledge of Nextgen or EMA computer programs and applications
• Knowledge of CPT and ICD-10 coding
• Knowledge of managed care, Medicare, and Medicaid guidelines
• Skill in effective personnel management including training staff and delegating duties
• Skill in written and verbal communication
• Ability to work effectively as a team member with physicians and other staff
• Ability to respond timely to changing demands
• Ability to plan, organize, prioritize, and direct the work of others
• Ability to establish and maintain effective working relationships with patients, employees, and the public
• Prior experience interviewing candidates and determining staffing needs
• Assist with credentialing physicians and mid-level providers
• Experience managing patient issues
• Valid Driver's License with acceptable driving history
• Pre-employment criminal history and credit check

Our competitive benefits package includes the following:

• Medical, Dental, and Vision insurance
• Short-term/Long-term disability
• Life and other voluntary plans
• 401(k) plan
• Employee Referral Program
• Paid Time-Off
• Company-Paid Holidays

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Physical Requirements: Must possess manual dexterity to operate office machines including computer and calculator; stooping and bending to handle files and supplies; and mobility to complete errands or deliveries. Includes handling of sharps and chemicals.

Equal Employment Opportunity:

Platinum Dermatology Partners is committed to a policy of equal employment opportunities for applicants and Employees. Employment decisions will comply with all applicable laws prohibiting discrimination in employment, including Title VII of the Civil Rights Act of 1964, The Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act of 1990, the Immigration and Nationality Act, the California Fair Employment and Housing Act, and all other applicable state and federal laws.

Platinum Dermatology Partners does not permit discrimination of any type against an employee because of any of the following legally protected characteristics: gender, race, color, religion, country of origin, mental disability, physical disability, marital status, gender identity, gender expression, ancestry, genetic information, medical condition, age, sexual orientation, or pregnancy.

Please note, that any offer of employment is contingent on the successful completion of pre-employment background checks.

No phone calls or agencies, please.