Practice Manager

About the role

A Practice Manager oversees the daily operations of a medical office or clinic, focusing on patient care, staff management, and compliance.

Responsibilities

• Manages and oversees patient census for assigned office.
• Makes adjustments to clinic performance, patient flow, expenditures, and doctor schedules to ensure optimal staffing levels.
• Prepares and controls the clinic budget aiming for minimum expenditure and efficiency.
• Develops, implements, and maintains budgetary and resource allocation plans.
• Partners with District Finance Officer, Doctors, and clinic staff to create an accountable environment where patient care comes first.
• Organizes, manages, and coordinates all operational and administrative processes. Manages support staff; organizes and oversees clinic schedules and assignments to meet operational needs.
• Participates in Human Resources related functions, including talent acquisition, talent management, and timekeeping/attendance. Partners with HR as needed.
• Provides effective leadership. Coaches, develops, mentors, evaluates, and counsels staff.
• Delegates responsibilities to the best employees to perform them while enforcing all policies, procedures, standards, specifications, guidelines, training programs, and cultural values.
• Resolves internal staff conflicts efficiently and to the mutual benefit of those involved.
• Fosters team member engagement and development of corporate culture.
• Leads daily huddles and at least one office meeting per month to communicate updates and dialogue with team.
• Ability to perform Front Office and Back Office duties if needs arise to ensure smooth clinic operations.
• Works with the Compliance Department to conduct required compliance audits for office (monthly, quarterly, annually).
• Maintains strict compliance with State, Federal and other regulations (e.g., OSHA, WC, HIPAA, ADA, FEHA, DOL, HR policies and practices).
• Provides feedback regarding specific tactics that change outcomes (including, but not limited to, those of a financial nature, or those that are patient-focused) so the rest of the organization can benefit.
• Maintains an appropriate professional appearance and demeanor in accordance with Company policies.
• Keeps commitments and keeps direct supervisor informed of work progress, timetables, and issues.

Requirements

• Bachelor’s Degree in healthcare management, business, or related field; minimum 3-5 years of related work and staff management experience; or equivalent combination of education and work experience.
• Operational management knowledge of retail or medical offices and best practices.

Desirable

• Experience as an Office Manager and/or experience in the Ophthalmic industry.
• Experience with electronic practice management systems.

Certifications/Licenses/Registrations

• Valid Driver’s License

Knowledge/Skills/Abilities/Talents

• Thorough working knowledge of front office and back office procedures and roles.
• Results Oriented (energetic self-starter; sets realistic goals; meets commitments; persistent, prioritizes daily to achieve results).
• Effective Team Builder (Character/Integrity; communicates openly; willingness to confront; motivator/inspirer; educator/trainer, promotes learning; effective assessor of talent; consistent).
• Customer Service Advocate (flexible and adaptive; empathetic; passionate; ethical).
• Process Focused Operator (data driven decision-maker; detailed; organized and structured; comprehensive knowledge of all operational processes; computer proficient).
• Financial Acumen (understands profit drivers; utilizes metrics to manage; builds the financial understanding of staff and clinicians; understands local market drivers and competition).
• Influencer (active listener/observer of behavior; builds trust with those requiring coaching; creates a win/win need for change; tailors coaching style to the individual’s needs; recognizes and celebrates improvement to sustain change).
• Knowledge of Ophthalmology Clinic management and operations, as well as knowledge of best practices.
• Ability to respond to common inquiries from customers, staff, vendors, or other members of the community.
• Ability to draw valid conclusions, apply sound judgment in making decisions, and to make decisions under pressure.
• Ability to interpret and apply policies and procedures.
• Detail oriented, organized, process focused, problem solver, self-motivated proactive, customer service focused.
• Displays independent judgment by willingness to make timely and accurate decisions based on available information that is sometimes vague or limited in nature.
• Ability to multitask effectively and work in a fast paced and sometimes ambiguous environment, without compromising quality of work.
• Ability to prioritize tasks and projects with limited direction, while understanding and contributing to the success of the clinic.