Practice Manager

Position Description : Practice Manager

Position Title : Practice Manager

Reports To : Chief Medical Officer (CMO)

Job Summary : The Practice Manager, a pivotal role in our healthcare practice, oversees the administrative operations, scheduling, payroll management, and compliance activities.

This role plays a crucial part in ensuring efficient and effective coordination between providers, staff, and departments, thereby supporting high-quality patient care and organizational objectives.

Key Responsibilities :

Provider-Related Duties

1. Schedule Oversight :

• Approve / disapprove requests for time off.
• Communicate with Scheduling and update ADP, Calendar, and Forecast.
• Manage communications regarding unscheduled absences.
• Review provider schedules, make rescheduling decisions, and notify relevant parties.
• Update ADP, Calendar, and Forecast as necessary.

2. Payroll Management :

• Medical : Monitor, approve, and manage vacation, sick, and CME time. Enter requests into ADP and update and approve timecards. Manage holiday coverage.
• Dental : Monitor and manage vacation, sick, and CME time. Enter requests into ADP if requested, and update and approve timecards.

3. Provider Meetings :

Maintain dietary preferences, order lunch, and submit invoices to Accounts Payable.

4. Call Schedules :

• Manage call schedule rotation and submit to providers, Nurse Access, and necessary personnel.
• Oversee after-hours patient calls and maintain the provider listing.

5. CME Management :

• Approve / deny CME requests, monitor funds, maintain spreadsheets, and communicate with providers.
• Manage CPR credentialing, schedule classes, and submit invoices.

6. New Providers :

• Collaborate with HR, IT, and Credentialing during onboarding.
• Develop schedules and distribute NextGen Guides.
• Provide initial support and facilitate additional learning.

Administrative Support

1. CMO Support :

Regular communication and administrative support as requested.

2. EMT Reporting :

• Report appointment analysis daily and billed encounters weekly.
• Provide supportive information as requested.

3. Finance Coordination :

• Submit payroll and approved reimbursements to AP.
• Provide annual provider reimbursement reports to the COO.
• Update payroll with provider status / hour changes.

Staff Supervision

1. Medical Administrative Assistants :

Monitor earned time off, approve / deny requests, supervise, support, and troubleshoot issues.

2. Compliance Management :

• Review patient complaints, communicate with involved parties, and share reports with Compliance.
• Prepare monthly reports, including No Show and Compliance reports.

3. Clinical Supervisors :

Maintain open communication, problem-solving, and schedule updates.

4. SSM Coordination :

Submit payroll monthly and communicate days off to Scheduling.

Scheduling and Communication

1. Scheduling :

• Communicate provider vacations, CME dates, and unscheduled days off.
• Inform of schedule / location changes.

2. Other Communications :

• IT : Manage provider issues and new provider setups.
• FOA Supervisor : Handle unscheduled absences and patient charting errors.
• Credentialing : Update on new providers, licensing issues, and CPR.

Administrative Reporting and Quality Assurance

1. Reporting :

• Daily appointment analysis, weekly encounter count, and various monthly reports.
• Communicate kept appointments without charges, CME / license / dues annual reports, and monthly slot utilization reports.

2. Quality Assurance :

• Review charts for medication reconciliation and chart signature percentages.
• Disseminate findings to providers.

Qualifications :

• Bachelor's degree in healthcare administration, business administration, or a related field.
• Minimum of 3-5 years of experience in healthcare administration or practice management.
• Strong organizational, communication, and leadership skills.
• Proficiency in healthcare management software (e.g., ADP, NextGen).
• Ability to manage multiple tasks and priorities effectively.

Skills and Competencies :

• Strategic thinking and problem-solving.
• Excellent interpersonal and communication skills.
• Detail-oriented with strong analytical abilities.
• Leadership and team management.
• Financial acumen and budget management.

Work Environment :

• Primarily office-based with occasional travel to other practice locations.
• Interaction with various stakeholders, including providers, staff, patients, and external vendors.

Compensation :

• Competitive salary based on experience and qualifications.
• Comprehensive benefits package including health insurance, retirement plan, and paid time off.
1 day ago