Treating Physical Therapy Site Manager

Job Description

Job Description

Position Summary/Scope of Responsibility

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Therapy Site Manager is responsible for the efficient and profitable management of rehabilitation services in his/her assigned site. The Therapy Site Manager ensures that the highest standard of rehabilitation services and customer service are delivered and maintained while ensuring compliance with state and federal regulations. The Therapy Site Manager is responsible for the management of day-to-day operations of his/her site, including meeting established CAO practice metrics, employee supervision, monitoring financial and statistical information, administration of the company’s policies and procedures and direct patient care. The Therapy Site Manager collaborates with the Therapy Director to develop and carry out business goals and objectives.

Duties include, but are not limited to:

1. Creates and maintains a handicapped accessible, safe, clean, positive, and upbeat therapy site environment, including the following of universal precautions, hand hygiene, informed consent and all other CAO, state, and federal regulations.
2. Provides 90-95% of his/her time administering patient care and the other 5-10% of his/her time performing management/administrative duties. The amount of designated administrative time should be directly proportional to the number of direct reports and according to the Therapy Director’s discretion.
3. Continuously monitors and ensures all CAO, federal, and state regulations are adhered to with regard to patient treatment and documentation.
4. Strives to attain and maintain practice therapy metrics as outlined by Therapy Director.
5. Manages all therapy staff including therapists, front desk staff, and support personnel.
6. Ensures adequate clinical staff is scheduled to provide excellent patient care during all operating hours, while maintaining practice productivity standards. This includes covering for therapists when necessary to ensure scheduled patients do not need to be rescheduled and/or cancelled.
7. Ensures adequate front desk staff is scheduled during all site operating hours.
8. Maintains open communication with all direct reports to ensure ongoing patient and staff satisfaction.
9. Trains newly hired therapists in Site operations, patient scheduling, clinical coding, and compliance, and TheraOffice documentation.
10. Ensures all rehab aides are trained and satisfactorily complete a proficiency test in accordance with CAO procedures.
11. Recruits, interviews, and hires all therapy staff positions in accordance with CAO policy and procedures, and with approval of Therapy Director.
12. Performs performance reviews on all staff annually, at minimum, with collaboration of Therapy Director.
13. Counsels, disciplines, and/or terminates therapy staff with assistance of Therapy Director and, as applicable and required, with CAO's Senior Director of Human Resources.
14. Conducts site staff meetings quarterly at minimum, which includes a written agenda and attendance log each meeting, in collaboration with Therapy Director.
15. Monitors inventory of office supplies and medical supplies and orders or delegates ordering as appropriate and when necessary. Must obtain approval from Therapy Director prior to ordering supplies or a piece of equipment which exceeds $300.
16. Assesses and continually monitors all equipment to ensure that it is in good working order and, if not, removes it from use and arranges for repair. Also schedules annual equipment inspection and ensures inspection dates are valid and clearly displayed on each piece of equipment.
17. Ensures all therapists have and maintain valid state licensure in all states where treatment is provided by the therapist and documents same.
18. Ensures that all therapy staff has and maintains valid CPR certification and documents same.
19. Ensures all therapy staff complete annual compliance training according to the compliance training schedule.
20. Communicates with Therapy Director to determine whether site should modify hours in response to inclement weather, power outages, and any other unforeseen situations which may endanger the safety of patients and/or staff.
21. Actively participates in the Therapy team, including but not limited to staff meetings, CAO sponsored events, webinars, in-services, and departmental meetings.
22. Works same or similar hours as staff PTs/OTs including some evenings and Saturdays, depending on practice operating hours and needs of the therapy site.
23. Promotes cash-based services whenever appropriate.
24. Runs designated weekly, monthly, and quarterly reports and forwards them in a timely manner to Therapy Director.
25. Responds via phone call or in person meeting within one business day to any patient or employee complaint and/or detractor response on Clinect survey.
26. Continuously seeks ways to improve overall therapy site operations, as well as patient and staff satisfaction.
27. Cultivates relationships with all CAO and non-CAO referring providers to ensure satisfaction with all therapy services.
28. Communicates with Therapy Director whenever necessary to keep him/her informed of any developments, problems, concerns, etc., which occur in the therapy site.
29. Will market the clinic to both Physician and community referral sources as needed on a consistent basis, to maintain, develop and grow the practice.

Required Education & Experience

• A degree from an accredited Physical/Occupational Therapy program.
• State licensure as a Physical/Occupational Therapist in the state where he/she will be practicing.
• 3-5 years experience as a clinician required.
• Management experience preferred but not required.
• CPR for Healthcare Providers certification.
• Experience and proficiency working with computers and electronic medical records.

Competencies/Required Skills & Abilities

• Strong Interpersonal Skills - Ability to develop relationships and collaborate in a decentralized organization.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong oral and written communication skills with excellent self-discipline and patience.
• Required to be proficient in Windows based office technologies (e.g., Word, Excel).
• Thorough knowledge of CPT & ICD-10 coding procedures.
• Thorough knowledge of Medicare and third-party billing.
• Thorough knowledge of Workers Compensation insurance and its unique features and requirements.
• Able to work independently.
• Exudes professionalism in presentation.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to sit for long periods of time and lift up to 50 pounds.
• Must be able to use appropriate body mechanics when making necessary transfers and helping patients with exercises.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Some heavy lifting, pushing, and pulling exerted regularly throughout a standard work shift.
• Adequate hearing to perform duties in person and over telephone.
• Requires hand-eye coordination and manual dexterity needed to operate a keyboard, medical equipment, fax machine, scanner, photocopier, and telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.
• Requires exposure to communicable diseases, bodily fluids, medicinal preparations, and other conditions common to a clinical environment.