Practice Manager

Position Description

Responsible for working with the Site Medical Director (SMD) to oversee the clinical and administrative aspects of the practice(s), including practice profitability, revenue goals and CORE metrics. This includes accountability for clinical quality of care, customer satisfaction, staff satisfaction, productivity, revenue enhancement, managed care performance, staff leadership and assuring adequate access for patients.

Leadership Responsibilities

• Directs the internal practice operations; creates benchmarks, tracks and reports progress, researches process improvements/efficiencies, recommends and implements changes.
• Works with the SMD to develop the vision and direction of the practice in alignment with IHA’s priorities.
• Works with practice providers and practice management team to develop, implement and manage the CORE Work plan.
• Reviews patient care quality data and peer review data and develops action plans, as necessary.
• Reviews practice risk assessment regularly.
• Maintains the patient satisfaction scores related to the office demonstrating continuous improvement.

Management Responsibilities

• Hires, trains, supervises, evaluates, disciplines and terminates practice staff.
• Creates a positive and productive work environment to attract and retain staff, providers and patients.
• Organizes and implements orientation and training programs for all new staff and providers under the guidance of the SMD.
• Promotes educational opportunities for staff and providers; develops future leadership within the office.
• Reviews annual staff and provider satisfaction reports with Associate Division Director, Division Director, SMD, office leadership, providers and staff; develops, implements and monitors ongoing improvement plans.
• Addresses personnel issues with Associate Division Director, Division Director, staff supervisors, SMD and HR.
• Contributes to the evaluation and improvement plans for Physicians/APNs.
• Schedules providers.

Compliance Responsibilities

• Affirms compliance with federal, state and safety regulations.
• Maintains a physician documentation and coding audit program.
• Affirms compliance with patient and staff safety regulations.
• Supports the Associate Division Director, Division Director, SMD, Division Head and clinical leadership with producing plans for improving quality and patient safety.

Communication Responsibilities

• Works respectfully and cooperatively with management, staff, patients and vendors; handles escalated patient and staff issues, as needed.
• Administers regular provider and staff meetings to gather feedback; ensures appropriate patient access and develops teamwork.
• Assures that all office staff and providers have support and accurate information about IHA activities and goals.
• Meets regularly with Associate Division Director, Division Director and SMD to review progress and problems in the practice.
• Attends Divisional Operating Team and Practice Manager meetings, and others, as required.
• In conjunction with the Associate Division Director, Division Director and SMD, meets regularly with practice providers to review material from Operating Team meetings, financials including provider productivity and budget status report, and to review progress on goals and CORE work plan.

Fiscal Responsibilities

• Accountable, along with the Associate Division Director, Division Director and SMD, for the financial performance of the practice.
• Develops and manages practice annual budget.
• Reviews monthly financial data and develops meaningful tools to assist Associate Division Director, Division Director and SMD in the understanding of how the practice is performing (including Provider One-Pagers).
• Prepares and responds to monthly budget variance reports.
• Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.

Essential Qualifications

• Practice Manager: Bachelor’s degree is preferred with a combination of 1-2 or more years’ relevant work experience. CREDENTIALS/LICENSURE: Practice Management Certification or other Relevant certifications preferred.
• Experience: Prior leadership experience in a medical office environment or other relevant professional experience; requires a minimum of 2 years in combination with meeting education requirements. Two years of experience directly supervising non-exempt staff is required; however, may consider leadership role in lieu of direct supervision as equivalent experience.

Position Requirements (abilities & Skills)

• Considerable knowledge of health care functions, including clinical functions, medical billing and coding procedures, reimbursement practices and quality improvement initiatives.
• Knowledge of the legal and compliance aspects of health information systems and best practices in medical office operations.
• Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, EMR software, Microsoft Word and Excel, intranet and computer navigation.
• Excellent communication skills in both written and verbal forms, including proper phone etiquette.
• Ability to speak before groups of people, either in-person or virtually and resolve conflict in situations where the audience may be less than receptive.
• Ability to work collaboratively in a team-oriented environment; displays courteous and friendly demeanor.
• Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, patients, family members, insurance carriers, vendors and the general public.
• Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.
• Good organizational and time management skills to effectively juggle multiple priorities, time constraints and large volumes of work.
• Ability to exercise sound judgement and problem-solving skills.
• Ability to coordinate, direct and supervise the work of others.
• Ability to analyze and interpret data for appropriate and effective response.
• Ability to handle IHA staff and organizational information in a confidential manner.