PRACTICE MANAGER

Job Description

Job Description

Position Purpose

The Practice Manager is a strategic leader that can create and execute a plan to align people, processes and values to support and efficiently accomplish the organization’s mission. The Practice Manager is responsible for overseeing the day-to-day operations of their assigned primary care medical center(s). Will be responsible for working closely with the IHS Operational and Clinical Administrator and the medical staff with the purpose of providing the highest quality services to our patient population in a professional, efficient, and cost-effective manner. Position will participate in QI activities.

Essential Duties and Responsibilities

Operational

• Attendance during the normal work hours is an essential function of the job to ensure work goals are met and customers are served.
• Provides leadership for site operations.
• Provides administrative supervision for all CMAs and MD/APP team.
• Sets daily strategies with communication and consultation with providers (including specialists). Liaison relationship with MD/APPs is key to managing a site.
• Recommends, develops and implements improvements for the center’s operations, staffing and processes.
• Develops and recognizes staff through coaching, training, appraising and counseling.
• Monitors/evaluates competencies of departmental personnel.
• Oversee timely response to inbox message, prescription requests, lab results, referrals, etc. ensuring the highest level of customer service through EHR system.
• Identifies and facilitates ongoing staff training needs.

• Responsible for coordinating a safe work environment by ensuring timely arrangements for building and/or equipment repairs/maintenance.
• Participates as an active member of the Leadership team and other committees and teams as assigned.

Clinical Operations

• Establishes major schedules, task assignments, and allocations of manpower, space, and equipment to ensure conformance with departmental commitments.
• Oversees MD/APPs daily schedule, reception and processing of patients.
• Work with Clinical Leadership to coordinate daily work schedules for clinical (including MDs, NPs, RNs and other specialty providers) in conjunction with other members of the Clinical Management Team.
• Work with Clinical Leadership to coordinate the clinical support staff in various personnel functions, including, but not limited to hiring, orientation, performance appraisals, promotions, disciplinary actions, attendance, and vacation schedules.
• Coordinates clinical flow by effectively communicating patient demand to the site’s team and effectively managing those systems needed to ensure that patients’ needs are met in an efficient, effective and timely manner.
• Serve as liaison between medical, administration and staff.
• Prepare monthly clinic performance reports.
• Distribute to and meet with the Providers.
• Discuss individual provider productivity
• Maintain strictest confidentiality

Financial

• Follows fiscal requirements for department and prepares/maintains budgetary recommendations; monitors, verifies, and reconciles expenditures (Budget management).
• Ensures the efficient and effective operation of the site, while meeting the needs of patients and ensuring smooth processes for the site’s team.
• Assures adequate staffing to meet patient demand and budgeted volumes.
• Manages, compiles, and maintains variance analysis and action plan reports, as requested.
• Manages operations within approved annual budget.
• Orders office supplies and identifies opportunities for and works toward cost reduction.
• Ensure Front-End Revenue Compliance: Oversee front desk and clinical workflows for insurance verification, accurate registration, copay collection, and charge capture to ensure clean claim submission.

Quality and Satisfaction

• Ensures reliable systems for preventive, disease management and quality protocols.
• Participates in multi-disciplinary teams with community liaisons, outside agencies, etc., in order to assure/improve continuum of quality care.
• Monitors clinical outcomes, patient satisfaction, and operational efficiency to identify areas for improvement and lead quality improvement projects.

Communication

• Develops, communicates, monitors and revises the work schedules of assigned staff based on medical center hours, patient scheduling, provider availability and organizational policies and procedures.
• Maintains ongoing communication with MD/APPs about patient scheduling, workflow, front office and clinical staff support, and overall medical center operations.
• Resolves patient complaints, manages feedback, and ensures open lines of communication to foster a positive patient experience.
• Ensures that staff receives information by developing and implementing a communication plan with staff input.
• Performs other duties as assigned.

Compliance

• Stay current with the latest OSHA, HIPAA, Privacy, and ADA regulations, training and educate the staff.

• Collects, organizes and summarizes data for HRSA UDS and grantors performance measures to include provider productivity and quality improvement projects/tasks

• Ensures that assigned staff are documenting in the patient records according to appropriate policies and procedures, state and federal requirements.

• Develops reviews and updates policies, procedures, training and evaluation that help support efficient clinic workflows, productivity, quality improvement and customer service.
• Maintains compliance with workflows, policies and procedures as well as other activities to support PCMH model of care and accreditation.
• Abides by all company policies and procedures regarding safety/health rules and regulations.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

1. Associate’s degree in healthcare related discipline. Batchelor degree is preferred/
2. Experience in primary care clinical management with FQHCs, hospitals or other healthcare facilities.
3. Experience facilitating optimal clinical workflow processes, revenue cycle management and medical billing and coding.
4. Possess considerable initiative and judgment in formulating policies, planning and analyzing health care activities, and selecting personnel.
5. Ability to analyze operations to revise them for more efficiency.
6. At least two years of proven experience managing teams.
7. Ability to work effectively with other medical staff, patients and subordinates. Ability to lead others with respect.
8. Ability to meet and communicate effectively with Federal, State and local officials, also with a variety of staff.

PREFERRED QUALIFICATIONS:

Undergraduate degree in one of the following fields Business or Public Administration, Public Health, Medicine or an equivalent combination of education and 5+ years of experience.

Previous experience working for a Federal Qualified Health Center (FQHC).

Certified Medical Practice Executive through MGMA a plus.

EPIC Electronic Health Records experience or comparable preferred.

Working Environment

No hazardous or significantly unpleasant conditions. The noise level in the work environment is usually moderate, as in a typical office.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit for periods of one or more hours; use hands and fingers; reach with hands and arms; and talk and hear. The employee must be able to lift and/or move up to 20 pounds. Good vision abilities required by this job include close vision, color vision, and ability to adjust focus.