Practice Manager

Leadership Responsibilities

The Practice Manager directs the internal practice operations, creating benchmarks, tracking and reporting progress, researching process improvements/efficiencies, and recommending and implementing changes. They work with the Site Medical Director (SMD) to develop the vision and direction of the practice in alignment with IHA's priorities. They work with practice providers and the practice management team to develop, implement, and manage the CORE Work plan.

Management Responsibilities

The Practice Manager manages practice staff, including hiring, training, supervising, evaluating, disciplining, and terminating. They create a positive and productive work environment to attract and retain staff, providers, and patients. They work closely with the SMD, practice supervisors, and the Division Director to ensure that IHA employees have the appropriate number and mix of competencies, skill levels, educational and experiential backgrounds, and other qualifications. They organize and implement orientation and training programs for all new staff and providers under the guidance of the SMD. They promote educational opportunities for staff and providers; develop future leadership within the office. They review annual staff and provider satisfaction reports with the SMD, office leadership, providers, and staff; develop, implement, and monitor ongoing improvement plans. They work with staff supervisors, SMD, and HR to address personnel issues. They contribute to the evaluation and improvement plans for Physicians/APNs. They coordinate the scheduling of providers.

Compliance Responsibilities

The Practice Manager assures the practice's compliance with federal, state, and safety regulations. They ensure that the practice maintains a physician documentation and coding audit program. They are accountable, with the SMD, for assuring compliance with patient and staff safety regulations. They support the SMD and clinical leadership with producing plans for improving quality and patient safety.

Communication Responsibilities

The Practice Manager works respectfully and cooperatively with management, staff, patients, and vendors; handling escalated patient and staff issues as needed. They administer regular provider and staff meetings to gather feedback, ensuring appropriate patient access, and developing teamwork. They assure that all office staff and providers have support and accurate information about IHA activities and goals. They meet regularly with the SMD and Division Director to review progress and problems in the practice. They attend Divisional Operating Team and Practice Manager meetings, and others as required. In conjunction with the SMD, they meet 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

The Practice Manager is accountable, along with the SMD, for the financial performance of the practice. They develop and manage the practice annual budget. They review monthly financial data and develop meaningful tools to assist the SMD in the understanding of how the practice is performing. They prepare and respond to monthly budget variance reports. They monitor monthly statistical reports and practice trends and develop actions plans accordingly. They work with the Division Director to develop cost-effective staffing models and office operations.

Essential Qualifications

• Educational Requirement: Bachelor's degree is preferred; Combination of 1-2 years of college coursework and 5 or more years of relevant work experience will be considered in lieu of a Bachelor's degree; additional experience will be considered if there is no college coursework.
• Credentials/Licenses: None
• Minimum Experience: Prior leadership experience in a medical office environment or other relevant professional experience; requires a minimum of 4 years in combination with meeting education requirements. Four years of experience directly supervising non-exempt staff and leadership team is required.

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.
• Ability to use other software as required while performing the essential functions of the job.
• Excellent communication skills in both written and verbal forms, including proper phone etiquette.
• Ability to speak before groups of people and resolve conflict in situations where the audience may be less than receptive.
• Ability to work collaboratively in a team-oriented environment; 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 judgment 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.
• Successful completion of IHA competency-based program within the introductory and training period.