Clinical Practice Manager | Granger Family Medicine

The South Bend Clinic supports you to do your best work and make a meaningful impact every day. You will be part of a collaborative, physician-led team that works as one and puts patients at the center of everything. With a connected network of providers, care teams, and services across primary and specialty care, surgery centers, imaging, lab, and therapy, you are part of a system designed to deliver high-quality, coordinated care.

Benefits

• Comprehensive medical, dental, and vision benefits that include healthcare navigation assistance
• Access to a mental health benefit at no cost
• Employer-provided life and disability insurance
• $5,250 Tuition Reimbursement per year
• Immediate 401(k) match
• 40 hours paid volunteer time off
• A culture committed to community engagement and social impact
• Up to 12 weeks parental leave at 100% pay and a financial benefit for adoption and surrogacy for non-physician team members once eligibility requirements are met

Responsibilities

• Leads and oversees a team consisting of Practice Supervisors and Staff in managing the daily operations and the development and promotion of services within the Departments
• Schedules and conducts regular meetings to ensure smooth operations
• Develops and maintains a sound plan of Departmental organization, including a regular and systematic evaluation of overall operations resulting in the creation of plans for improvement in operational efficiency and customer satisfaction
• Analyzes and recommends changes in organization systems, policies, and procedures
• Works with the Department Chairs to develop agendas for and conduct departmental physician meetings
• Develops and implements procedures and controls to promote communication and adequate information flow within the Department and between the Department and Administration
• Oversees physical facility and equipment resources, including evaluation, acquisition, and maintenance needs
• Recommends capital expenditures in line with Clinic’s policies and procedures
• Maintains necessary level of supplies on hand and ensures that purchasing mechanisms are effective and efficient
• Ensures that all Departmental activities and operations are carried out in compliance with local, state, and federal regulations and laws governing business operations, including Medicare regulations
• Attends Clinic Operations meetings and communicates important information back to departments and staff within the Departments
• Prepares and maintains departmental budgets and financial reporting systems in accordance with direction from the Finance Team and Director of Department Operations
• Reviews regular financial reports to ensure acceptable income/cash flow
• Maintains system to evaluate department profits, productivity, utilization of resources, and quality of care
• Ensures that all expenses within the Department are accurate, appropriate, and paid timely
• Works with the Director of Department Operations to set goals for the Departments and reports back regularly on the achievement of those goals
• Develops and implements short-term and long-range plans and goals for the Departments based on the organizational plans and Clinic growth objectives
• Develops and maintains effective relationships with outside strategic partners, including area hospitals, referring physician groups, and others
• Directly and indirectly supervises a team consisting of Office Managers, Supervisors, and Staff
• Ensures that the responsibilities, authority, and accountability of all direct subordinates are defined and understood
• Evaluates performance and recommends merit increases, promotions, and disciplinary actions
• Seeks input and assistance of the Human Resources team for the development of human resource strategies and policies to maintain a high-performing staff
• Assigns duties to ensure effective and efficient operations and trains personnel to ensure in-depth knowledge of assigned tasks
• Ensures that all personnel adhere to Clinic Policy, including following all aspects of the Employee Handbook and receiving all required and/or necessary training
• Administers disciplinary action as necessary
• Maintains understanding of various state and federal laws that govern employment and personnel actions
• Ensures that all payroll and personnel records are complete, accurate, and maintained in accordance with applicable laws
• Develops efficient operations to ensure quality care and productivity goals for physicians
• Analyzes and staffs front and back office to meet the needs of healthcare professionals and patients efficiently and courteously
• Ensures staffing plans are developed and communicated in a timely fashion
• Ensures cost-effective approach to supply availability within the department
• Implements and supports goals and strategies as agreed upon by administration and physicians
• Communicates and ensures staff participation in organization-wide programs, policies, and meetings
• Initiates and facilitates appropriate regular staff/work team meetings to ensure communication and understanding of practice and organization goals
• Resolves and documents all patient complaints with assistance of clinic staff, physicians, Director, or COO as needed
• Participates in capital and operating budget creation and expense management
• Manages practices within established budgetary guidelines
• Supervises all business office functions occurring onsite, including charge posting and collection of demographic and insurance information as required for billing and reimbursement
• Responsible for ensuring these tasks are accomplished and performed accurately
• Creates a positive, safe, professional working environment for all employees, establishing and maintaining positive employee morale
• With assistance from Human Resources, ensures compliance with all state and federal employee-related laws and policies
• With assistance from Human Resources, is responsible for recruiting, hiring, training, disciplining, and supervising all department staff according to the department’s organizational structure
• In conjunction with Human Resources, develops job descriptions and monitors workflow for all staff
• Performs timely performance evaluations and documentation as required for salary/wage increase and/or performance improvement
• Implements and reinforces organization-wide personnel and operational policies
• Maintains records of staff leave for vacation, illness, and other reasons
• Shows leadership in operational management and implementation and support of administrative initiatives
• Embraces change and flexibility in response to a dynamic and fast-paced environment
• Learns all aspects of departmental operations and seeks continued improvement in quality and cost-effectiveness of service delivery
• Provides employees with training and protocols for meeting recommended service standards
• Fosters a learning environment through training of staff and personal skill development
• Demonstrates customer-focused behaviors and a service orientation
• Develops positive relationships with all physicians in identified departments
• Acts as a role model for appropriate positive professional behavior in the workplace
• Leads by example through courtesy, diplomacy, and tact
• Performs other duties as assigned from time to time

Requirements

• Bachelor’s degree in health administration, business administration, or related field required
• Master’s degree preferred
• Three years’ experience in administrative or business services in a healthcare setting, including two years of supervisor experience
• Experience in Physician Practice management preferred

Skills

• Understanding of applicable laws and regulations, including but not limited to HIPAA, Stark, Anti-kickback, FMLA, FLSA, and OSHA
• Excellent oral, written, and presentation skills
• Experience with supervision and management of diverse staff
• Excellent interpersonal communication skills
• Maturity to work under pressure, meet established deadlines, and handle issues that may arise with personnel, administration, and physicians
• Ability to read, analyze, and interpret financial reports and legal documents, including billing and collections reports
• Ability to write reports that conform to prescribed style and format
• Ability to effectively present information to top management, public groups, physicians, and/or Board
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community
• Fluency with word processing and spreadsheet computer functions
• Prior experience in healthcare as well as prior supervisory experience preferred

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.