Practice Manager

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category
Business Support

Hiring Manager(s)
Desirai Carter, Latasha Crawford

Description

Job Title: Practice Manager

Pay Rate: Starts at $20 per hour with clear progression based on experience and performance after 90 days the pay can possibly go up to $22 per hour after evaluaition of overall performance

Job Description:

We are seeking a dedicated and organized Practice Manager to oversee the daily operations of
our medical practice. The ideal candidate will be responsible for managing front desk
operations, scheduling, financial processing, compliance, staff coordination, inventory
management, patient engagement, facility maintenance, and reporting. This role is essential to
ensure smooth practice operations, exceptional patient experience, and adherence to regulatory
standards.

Key Responsibilities:

1. Front Desk & Patient Intake:

- Arrive 30 minutes before the clinic opens to prepare.
- Activate equipment, lights, and reception area systems.
- Review voicemail, emails, and online booking messages.
- Familiarize with the day's schedule, especially special cases.
- Greet patients warmly within 10 seconds of their arrival.
- Verify appointment details and insurance information.
- Collect payments or outstanding balances from patients.
- Provide and ensure completion of intake forms for new patients.
- Schedule follow-up appointments before patient departure.
- Issue receipts, treatment plans, or exercise instructions and thank patients by name.

2. Scheduling & Calendar Management:

- Maintain an updated daily, weekly, and monthly calendar for appointments.
- Send reminders via phone, text, or email.
- Document cancellations and efficiently reschedule as necessary.
- Track and follow up on missed appointments within 24 hours.
3. Financial & Insurance Processing:
- Daily: Reconcile payments from patients as well as PI/attorney cases.
- Enter all transactions into practice management software.
- Prepare daily financial reports/statistics and bank deposit slips.
- Weekly: Generate detailed financial reports for management and ensure cash deposits to the
bank.

4. Compliance & Documentation:

- Maintain HIPAA-compliant patient records and securely store files.
- Perform weekly backups of all digital records.
- Audit patient charts monthly for completeness.

5. Staff Coordination:

- Prepare and distribute weekly staff schedules.
- Coordinate vacation schedules and coverage arrangements.
- Conduct weekly staff huddles to discuss updates and challenges.
- Facilitate employee training sessions.

6. Inventory & Supplies:

- Check supply levels weekly, including paper products and treatment tools.
- Order supplies before reaching minimum stock levels.
- Monitor inventory to avoid waste or overstock.

7. Marketing & Patient Engagement:

- Send monthly newsletters or health tips to patients to engage and inform.

8. Facility Maintenance & Safety:

- Perform daily inspections of the lobby, bathrooms, and treatment rooms.
- Report any maintenance issues promptly.
- Ensure all equipment is properly calibrated and serviced.
- Keep emergency exits clear and first-aid kits fully stocked.

9. End-of-Day Closing:

- Turn off non-essential electronics and secure all files.
- Lock filing cabinets and sanitize treatment rooms.
- Set alarms and lock doors before leaving.

10. Reporting & Continuous Improvement:

- Submit weekly operational reports to the clinic owner.
- Track key performance indicators (KPIs) such as patient visits, no-show rates, revenue, and
new patients.

Position Requirements

Qualifications:

- Previous experience in a medical practice or office management is preferred.
- Strong organizational and communication skills.
- Proficient in practice management software and Microsoft Office Suite.
- Knowledge of HIPAA regulations and compliance standards.
- Ability to manage multiple tasks efficiently in a fast-paced environment.

We offer a dynamic work environment with competitive pay and opportunities for professional
growth. If you are a motivated leader with a passion for delivering excellent patient care, we
would love to hear from you!

The preferred qualifications for the Practice Manager position include:

1. Experience: Previous experience in a medical practice or office management is highly
preferred, demonstrating familiarity with healthcare operations and protocols.

2. Education: A degree in healthcare management, business administration, or a related field
may be advantageous.

3. Organizational Skills: Strong organizational abilities to manage scheduling, inventory, and
various administrative tasks effectively.

4. Communication Skills: Excellent verbal and written communication skills for interacting with
patients, staff, and stakeholders.

5. Technical Proficiency: Proficiency in practice management software and Microsoft Office
Suite to handle daily operations, financial processing, and reporting.

6. Regulatory Knowledge: Understanding of HIPAA regulations and compliance standards to
ensure patient confidentiality and data security.

7. Leadership Abilities: Strong leadership skills to coordinate and train staff, as well as to
manage team dynamics and encourage a positive work environment.

8. Problem-Solving Skills: Ability to address challenges efficiently and implement solutions to
improve operational processes.

9. Customer Service Orientation: A commitment to providing exceptional patient care and
service, fostering a welcoming and supportive environment.

10. Financial Acumen: Experience with financial processing, budgeting, and generating reports
to assist in managing the practice's financial health effectively.

These qualifications will help ensure that the Practice Manager can lead the practice efficiently
and maintain high standards of patient care and operational excellence.

Full-Time/Part-Time
Full-Time

Shift
Days

Tags

Number Filled

Position
Practice Manager

Number of Openings
1

Number Filled
0

Location
1Kansas City, Mo

About the Organization

This position is currently accepting applications.