Ketchum Health Medical Practice Manager

Job Details Job Location: Ketchum Health - Anaheim, CA 92807 Position Type: Full Time Salary Range: $75,000.00 - $85,000.00 Salary/year The Ketchum Health Medical Practice Manager (PM) is responsible for the day-to-day administrative and operational management of the university-owned and operated Ketchum Health Medical Clinic (KHMC). The PM is specifically responsible for overseeing front office, back office, and revenue cycle functions. This role ensures efficient clinic operations, strong financial performance, high-quality patient experience and clinical teaching, and compliance with applicable healthcare regulations. The PM will prioritize strengthening revenue cycle infrastructure, including scheduling efficiency, chart closure compliance, billing timeliness, and accounts receivable performance. The PM is expected to bring structure, accountability, and measurable improvement to revenue cycle performance. The PM works closely with the Medical Director (MD) and clinical staff to optimize patient care and health outcomes optimize workflows, improve revenue capture, and support continuity of care, including preparation for future provider transition. This role operates within a matrix reporting environment. The PM reports to the President for operational oversight and clinic performance, to the Vice President for Administration and Finance & CFO for financial performance and revenue cycle metrics, and to the Director the School of Physician Assistant Studies (SPAS) for student rotations and clinical education coordination. The PM is expected to align priorities across stakeholders and ensure clear communication on operational, financial, and educational objectives. In matters of operational conflict, the PM will elevate to the President for resolution. ESSENTIAL DUTIES AND RESPONSIBILITIES Clinical Operations Oversee daily operations of the clinic, including scheduling, patient flow, staff coordination, and hours of operation Supervise front office and back-office staff (medical assistants and administrative personnel) Develop and maintain efficient workflows to maximize provider productivity and patient satisfaction Monitor and address operational issues in real time Ensure appropriate staffing level and coverage Organize and lead regular staff and provider meetings to review clinic operations, patient flow, staffing needs, and performance expectations Oversee radiology operations, including compliance with applicable radiation safety regulations and equipment maintenance coordination Manage provider scheduling across a multi-provider, variable-availability model to ensure appropriate clinical coverage and continuity of care Revenue Cycle Management Drive stability and continuous improvement across revenue cycle operations Develop and execute a plan to address the backlog of unbilled encounters and aged accounts Enforce timely chart closure by providers (target: within 24-48 hours) Oversee end-to-end revenue cycle, including charge capture, coding, billing, and collections Assess current billing and coding capabilities; recommend training, certification, staffing changes, or outsourcing as needed Monitor key performance indicators such as: Days in Accounts Receivable Charge lag and chart closure timeliness Denial rates and rework Net collection rate Provider productivity rate Ensure timely submission of clean claims and follow-up on outstanding balances Partner with billing and coding staff to resolve issues and improve performance Identify and correct revenue leakage, including missed charges, undercoding, or workflow gaps Financial Oversight Track monthly revenue, collections, and basic expense trends Prepare regular reports for leadership on clinic performance Prepare the annual operating expense and capital budget; monitor compliance on an ongoing basis Implement initiatives to improve financial performance Explore additional payor opportunities and liaison with insurance carriers or medical groups Staff Management & Development Hire, train, and evaluate administrative and support staff Establish clear expectations and accountability measures Foster a collaborative and professional work environment Address performance issues and implement corrective actions when necessary Compliance & Quality Ensure compliance with HIPAA, billing regulations, and payer requirements Maintain accurate and complete documentation practices Support coding accuracy and audit readiness Implement and monitor policies and procedures Provider, Patient & Student Support Optimize scheduling templates and clinic utilization Address patient and student concerns and improve experiences Strategic & Transition Support Document and standardize key workflows and processes Support onboarding of new providers as part of succession planning Identify opportunities for operational improvement within space and resource constraints Student Education Oversight Collaboratively work with the Deans and Directors and the members of the President's Executive Council to ensure coordination of educational and operational endeavors, to include interprofessional clinic time for students. Review and establish, in coordination with the Director of SPAS, student clinical rotations assignments, medical testing, and immunizations. Coordinate and support student rotation logistics in collaboration with the MD and clinical preceptors Develop onsite training for advanced procedures and opportunities for students of all programs. Coordinate clinic operations in a manner that supports interprofessional education (IPE) experiences for students and clinical staff QUALIFICATION REQUIREMENTS Experience with EHR and practice management systems Strong knowledge of medical terminology, CPT, ICD-10, coding principles, and payer requirements Demonstrated experience with revenue cycle management and billing processes including claims submission, denial management, collections, reducing A/R days, resolving billing backlogs, and improving collections Ability to analyze and resolve unbilled encounters, charge lag, and chart closure compliance, Proven ability to hold providers and staff accountable, address performance issues directly, and drive improvements in team productivity and morale Experience implementing workflows and enforcing policies Strong problem-solving skills with the ability to lead, plan, and manage change Ability to prioritize and manage multiple competing tasks and make sound decisions under pressure Experience supervising clinical and administrative staff Ability to run, interpret, and act on operational and financial reports and data Effective communication skills, both written and verbal, with the ability to engage diverse audiences including employees, students, community groups, and the public, build strong working relationships, motivate and train staff Ability to establish and maintain effective working relationships with employees, students, community groups, and the public Ability to maintain confidentiality with internal and external stakeholders. EDUCATION AND/OR EXPERIENCE Bachelor’s degree in healthcare administration, business, or related field (or equivalent experience) Minimum 5 years of experience in medical practice management, healthcare operations, or revenue cycle management Experience in a small outpatient practice environment Strong leadership, organizational, and problem-solving skills Experience supervising staff in a clinical setting Proficiency with electronic health records and practice management systems About the University Located on a beautiful, seven-acre campus in Fullerton, California, MBKU is an independent, private, non-profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies, College of Pharmacy and the Doctor of Medical Science Program (DMSc) . MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a vision center and PA medical clinic practice in Orange County and second vision center in Los Angeles. A TRADITION OF EXCELLENCE SINCE 1904 In 1904, Marshall B. Ketchum, MD, opened the Los Angeles School of Ophthalmology and Optometry in Los Angeles. Dr. Ketchum was a visionary entrepreneur and prominent leader in the optometric profession. He made very significant and long-standing contributions in his field of care, in California and throughout the nation. In the early '70s the College moved to its current home in Fullerton, CA and was renamed Southern California College of Optometry. But even the pioneering Dr. Ketchum could not have envisioned his school would grow to become Marshall B. Ketchum University, an independent, private, non-profit, accredited educational institution encompassing multiple disciplines. BE AT THE FOREFRONT OF HEALTH CARE EDUCATION Marshall B. Ketchum University offers career opportunities that will put you at the forefront of health care education. You will be provided with learning and advancement opportunities, as well as a culture that recognizes the importance of fun, employee appreciation and a work-life balance. Our mission is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an interprofessional environment. By joining our family, you can help us reimagine the future and inspire future health care leaders. INTERPROFESSIONAL HEALTH CARE LEADERS At Marshall B. Ketchum University, we have led the way in interprofessional healthcare, building on a century of experience as an optometry school. In 2012, the first Physician Assistant program in Orange County was added, followed by the College of Pharmacy program in 2014. Most recently in 2024, we expanded our offerings with the addition of the fully-online Doctor of Medical Science(DMSc) program. Side-by-side in group discussions, community service, and clinical experience, our OD, PA, PharmD and DMSc students learn what it means to deliver patient-centered health care as a collaborative team of professionals. BENEFITS medical, dental, and life insurance free vision exams short and long term disability generous paid time off plans a university-sponsored retirement plan MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan. See our website under Employment for more details regarding benefits of working for MBKU ( MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities. NON-DISCRIMINATION STATEMENT MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the Title IX page for more information). #J-18808-Ljbffr Marshall B Ketchum University