Practice Manager

Provides administrative oversight, business management, and program development for one or more practices. Works effectively with providers and other staff to develop and implement common priorities and goals related to providing optimal service, maximizing operational efficiency, ensuring financial viability, and rendering high-quality healthcare services. Responsible for fostering a positive relationship with the patient population served. Collaborates with Medical Director(s) and other leadership in a matrix management team. Supervises all administrative and clinical support staff.

Responsibilities

• Develops and implements long and short-range business plans for practices in collaboration with the management team.
• Analyzes information and develops strategies to improve operations and enhance service delivery; implements changes with the management team.
• Acts as liaison with other hospital departments to resolve operational issues.
• Ensures employee success through full life-cycle support, including onboarding of new clinical providers and staff.
• Develops practice performance standards and monitors performance against these standards.
• Creates management reports to measure provider productivity, patient demand, satisfaction, and operational effectiveness.
• Implements cost-effective operational adjustments to enhance practice efficiency.
• Oversees practice-related revenue cycle needs, including patient assignments and supply management.
• Establishes and maintains inventory systems for supplies and works with vendors for cost-effective procurement.
• Attends management meetings and participates in hospital committees as required.
• Prepares agendas, conducts monthly meetings with practice personnel, and monitors completion of action items.
• Communicates organizational and practice priorities to staff regularly.
• Maximizes use of physical space by coordinating office and examination space assignments.
• Creates and maintains Policy and Procedure Manuals.

Customer Service

• Ensures practices meet or exceed patient care standards.
• Seeks patient feedback and addresses complaints or service insufficiencies promptly.
• Ensures staff responds promptly and appropriately to customer needs and maintains confidentiality.

Patient Access

• Develops and maintains clinical coverage schedules.
• Monitors and revises practice schedules to ensure efficient patient flow and access.
• Adjusts provider schedules to account for planned absences.
• Reviews monthly statistical reports on patient scheduling, no-shows, and cancellations.
• Develops and implements strategies to improve patient access in collaboration with leadership.

Fiscal Management

• Oversees and supervises the registration process, ensuring staff training and adherence to policies.
• Monitors insurance eligibility verification and accuracy of patient information systems.
• Performs frequent quality audits and resolves registration errors.
• Ensures compliance with billing requirements for third-party payers and corporate billing protocols.
• Monitors production reports weekly to ensure timely charge submission.
• Develops and maintains relationships with billing vendors and prepares monthly accounts receivable reports.
• Supervises charge entry operations and ensures timely correction of billing errors.
• Establishes charge reconciliation processes to ensure 100% revenue capture.
• Stays updated on laws, regulations, and healthcare trends affecting practice operations.
• Participates in annual operating and capital budget development, monitors expenditures, and identifies financial improvement opportunities.

Human Resource Management

• Participates in hiring, discipline, and offboarding of clerical support staff.
• Interprets and enforces hospital and practice policies.
• Assesses staffing levels and makes recommendations for additional staffing or role changes.
• Assigns and monitors staff workload to maximize productivity.
• Develops annual training plans and arranges training for employees.
• Completes timely employee performance reviews and provides ongoing feedback.
• Evaluates and approves schedule changes and time-off requests while ensuring staffing needs are met.
• Resolves wage, benefit, or human resources-related problems and oversees payroll and absenteeism documentation.

Facility Management and Regulatory Compliance

• Coordinates housekeeping, maintenance, and repairs for practices.
• Ensures compliance with federal, state, and local regulations, as well as standards from bodies like The Joint Commission.
• Ensures staff attend mandatory training sessions and meet employment requirements.
• Resolves patient complaints and reports significant issues to the Patient Advocate or Director of Quality Improvement.

Program Planning and Development

• Develops plans for practice expansion and growth, including identifying financial resources.
• Works with architects and contractors to maximize provider productivity and enhance patient and staff satisfaction.
• Coordinates construction and moves with appropriate hospital departments.

Quality Improvement

• Participates in hospital-wide quality assurance activities and leads continuous quality improvement efforts.
• Establishes and implements quality assurance standards.

Other Duties

• Develops and implements marketing strategies for practices in collaboration with hospital personnel.
• Ensures practice representation at community events and coordinates physician attendance at lectures or health fairs.
• Stays abreast of healthcare topics of community interest.
• Performs other duties as assigned.

Requirements

• Bachelor’s degree and 5-7 years of experience in a healthcare business environment, with at least 3 years in management and budget experience. Or equivalent combination of education and experience.
• Master’s degree in Healthcare Administration, Business Administration, or related field strongly preferred.

Skills

• Ability to work collaboratively in a medical matrix team and represent the needs of medical services.
• Comprehensive knowledge of clinical operations, hospital financial, and human resources policies.
• Excellent understanding of hospital and physician reimbursement, as well as applicable regulations and legal requirements.
• Outstanding interpersonal, relationship-building, and mentoring skills.
• Ability to prioritize and manage multiple projects simultaneously.
• Highly developed skills using personal computer tools, including healthcare information systems, word processing, spreadsheets, and presentation applications.
• Excellent oral and written communication skills.
• Demonstrated critical thinking, analytical, and problem-solving skills.

Pay

Compensation range: $64,000.00 - $93,000.00. This range is based on minimum job qualifications and considers factors such as education, experience, skills, certifications, internal equity, and market competitiveness. Total compensation includes additional benefits.

Schedule

Full Time