PRACTICE MANAGER- SOFHA OB/GYN

Summary

The Practice Manager plans, directs, coordinates and supervises the administrative and clinical operations of the practice, including patient services, business systems, budget, policies/procedures, human resources, marketing and compliance with state and federal regulations.

Essential Duties and Responsibilities

Patient Care and Service

• Works collaboratively with executive leadership, central administration and physician staff to ensure efforts are coordinated and high quality patient care and service are provided.
• Ensures that patients are treated courteously by administrative and clinical staff, wait times are minimized and that requests for information or any other service issues are resolved promptly and effectively.
• Ensures other visitors are screened and properly directed.
• Utilizes practice management system (IDX).
• Utilizes electronic medical records (EMR).
• Educates physicians and staff on how to enter/retrieve information and ensures requirements/internal standards are met.
• Establishes procedures for referrals to other providers and to provide timely reports to referring physicians.
• Remains current on new technologies, strategies, processes, procedures and other developments that improve patient care, service and efficiency and recommends continuous improvements.
• Develops and implements short and long term work plans and objectives for administrative and clinical functions.

Human Resources Management

• Staffs practice appropriately and efficiently.
• Recruits, hires, trains, supervises, evaluates and develops assigned staff.
• Coordinates human resources and payroll activities, such as new hire signup and processing, orientation/training on various organizational policies and procedures and individual or group data changes and annual benefits open enrollment.
• Assists staff in understanding and implementing revisions to organizational policies and procedures.
• Assures that office is operating according to organizational policies and procedures.
• Develops job descriptions and guidelines for work activities, evaluates effectiveness and modifies activities as necessary.
• Develops and maintains training systems for all new hires, cross-training requirements and position changes within the practice.
• Reviews and approves payroll and leave requests.
• Evaluates team member performance, completes team member performance reviews timely, prepares development plans and recommends merit increase, bonus or other reward and recognition as appropriate.
• Documents team member performance and behavior concerns and recommends disciplinary action as necessary.
• Maintains compliance with all federal and state employment laws.

Operations Management

• Manages daily activities of the practice, such as scheduling, obtaining patient demographics and insurance information, pre-certification with insurance carriers, patient education, case management, accounts receivable, claims resolution and problem accounts.
• Audits patient refund requisitions.
• Manages expenses to operating budget.
• Reviews, approves and processes accounts payable.
• Identifies marketing needs/opportunities for the practice and coordinates with SoFHA marketing plans and efforts.
• Identifies, analyzes and resolves problems.
• Compiles information and prepares reports.
• Maintains records.

Other

• Participates in educational activities.
• Follows organizational policies and procedures, including State of Franklin Healthcare Associates Compliance Manual, Code of Ethics and Business Standards, HR Policies and Procedures Manual, Team Member Handbook, OSHA Manual and any other policies or procedures for the job function, department, location or clinic.
• Performs other duties as assigned.

Supervises

All administrative and clinical staff, excluding Physicians.

Education

Bachelor degree in Healthcare or Business Administration. Equivalent work experience may substitute for education requirement.

Experience

At least three years of previous administrative/management experience in a medical practice, including experience with billing/collections, practice management systems and electronic medical records. Experience in practice area is desirable but not required.

Certificates, Licenses, Registrations

Medical practice management certification or other applicable credentials are desirable but not required.

Competencies

Teamwork: Maintains a positive working relationship with team members; acknowledges strengths and contributions of others; supports team goals and objectives.

Compassion: Professional and respectful to patients, co-workers and others; remains calm when faced with challenging or difficult situations; manages and resolves conflict in a constructive manner.

Extra Effort: Makes the best use of time during work hours; looks for opportunities to help others when assigned work is complete; goes above and beyond to ensure priorities are achieved.

Excellence:

Quality/Continuous Improvement: Ensures accuracy and completeness of work performed; contributes ideas and methods for improvement; receptive to suggestions and new ideas; accepts constructive feedback and demonstrates improvement.

Job Knowledge/Technical Skill: Proficient in required skills for duties assigned; able to navigate and resolve unexpected situations.

Productivity/Dependability: Responsive to direction and instructions; demonstrates ability to set priorities; completes appropriate quantity of work within assigned time limits; follows through on assignments and notifies supervisor if unable to complete; exhibits good attendance record (excluding approved leave); gives appropriate notification of absence and schedules time off appropriately.

Leadership & Management: Sets and pursues key business objectives; monitors performance indicators to deliver results; inspires team to achieve goals; establishes realistic budget and demonstrates fiscal accountability; manages resources to maximize efficiency and effectiveness; creates atmosphere of teamwork and effective communication; recognizes and effectively utilizes team member skills and abilities; team members supervised demonstrate competence, productivity and high morale.

Working Conditions

Work is performed in a medical office environment involving contact with patients, physicians, staff, insurance carriers and other business partners. Occasional local travel between work sites and additional hours, including evening or weekend work, may be necessary.

Physical Requirements

State of Franklin Healthcare Associates reserves the right to alter, change or modify this job description at any time, with or without notice. The duties and responsibilities contained herein are considered representative, but not necessarily all-inclusive, of the duties and responsibilities, which may be required of a job incumbent. All other categorizations contained herein are meant to be representative of the general environment or working conditions in which the job is performed. My signature below indicates that I believe I can perform the essential duties and responsibilities of this position with or without reasonable accommodation.