Job Description

Job Description

Job Description

Under direct supervision of the physician(s), the practice manager oversees the practice’s day-to-day operations. In conjunction with the physician(s) and professional advisor(s), makes critical business decisions to expand the practice, increase profitability, and better meet the local community’s needs. 

ROLE & RESPONSIBILITIES

Practice Operations

• Works with physicians to develop business strategies and patient services.
• Designs, implements, and regularly reviews workplace policies and procedures to ensure the practice complies with federal, state, local, and other laws and regulations.
• Liaises with other members of the practice team to ensure they have the necessary support.
• Oversees daily practice operations, including appointment scheduling, billing procedures, debt collections, maintenance and cleaning, security, and occupational health and safety.
• Coordinates team members’ time off in a manner that supports necessary daily functions.
• Maintains practice equipment and orders medical supplies as well as office supplies. 
• Controls the inventory and maintenance of medications and medical equipment.
• Manages incoming correspondence.
• Maintains working knowledge of all health information management issues, such as HIPAA and all other relevant health regulations.

Financial

• Works with a professional advisor to manage practice and department budgets. 
• Works with the physician owner to ensure the availability of funds for operational consistency.
• Provides supporting documentation for audits.
• Processes bi-weekly payroll.
• Manages company 401k documents and distribution processing.

Human Resources

• Leads a team of receptionists, medical records professionals, clinical support staff, and others as applicable.
• Coordinates hiring new team members, negotiating benefits, developing personnel policies, and resolving conflicts.
• Maintains job results of direct reports by counseling and disciplining employees, planning, monitoring, and appraising job results. Conducts performance evaluations and recommends personnel actions; motivates team members to achieve peak productivity and performance. Coordinates employment termination when necessary.
• Manages team member schedules and work hours. 
• Verifies all overtime, holiday, vacation, and ancillary reimbursable hours 

Medical Records

• Manages patient records and information system, guaranteeing medical records are stored properly.

Marketing and Customer Service

• Oversees marketing of the practice brand and ensures customer satisfaction.
• Interacts with patients and gains customer feedback about the practice.
• Addresses patient complaints in a compassionate and timely fashion.
• Manages the production of patient brochures, newsletters, other correspondence, and marketing and advertising material.

Quality Programs

• Supports quality program initiatives across practice operations.

Billing

• Follows up on any issues regarding the accuracy and completeness of claims.
• Audits current procedures to monitor and improve the efficiency of billing and collections operations.
• Ensures that the activities of the billing operations are conducted consistently with overall department protocol and follow federal, state, and payer regulations, guidelines, and requirements.
• Participates in the development and implementation of standard operating policies and procedures with support from billing team members.
• Reviews and interprets operational data to assess the need for procedural revisions and enhancements.
• Analyzes trends impacting charges, coding, collection, and accounts receivable. Takes appropriate action to realign team members and revise policies and procedures.
• Responsible for physician credentialing actions.
• Understands and remains updated with the latest coding and billing regulations and compliance requirements.

Professional Growth

• Maintains professional and technical knowledge by attending educational workshops, reviewing publications, establishing personal networks and participating in professional societies.

General

• Protects the organization by keeping information confidential.
• Accomplishes the organization’s mission by completing related results as needed.
• Complies with federal, state and local legal requirements by studying policies, enforcing adherence to them, filing reports, and advising management on needed actions.
• Contributes to team effort by accomplishing related results as needed.

QUALIFICATIONS AND REQUIRED SKILLS

• Bachelor’s or associate degree in business or health management (or similar). 
  • Instead of a degree, five to seven years of experience in practice management will be accepted.
• Prior three to five years of experience with medical practice management and medical billing and coding.
• Proficiency in the following areas:
  • Microsoft Office.
  • Electronic health record technology.
  • Data entry.
  • Customer service, including process and people management.
  • Negotiation.
  • Reporting and financial data.
  • Organizational and leadership capabilities.
• A high degree of accuracy, attention to detail, and thoroughness.
• Decision-making and problem-solving skills.

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