Job Description

The Practice Manager, a pivotal role in our healthcare practice, oversees the administrative operations, scheduling, payroll management, and compliance activities for providers. 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 provider 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:
   • Prepare agenda and take minutes
   • Maintain dietary preferences, order lunch, and submit invoices to Accounts Payable.
4. Call Schedules:
   • Manage call schedule rotation and submit to providers, after hours company, and necessary personnel.
   • maintain the provider listing for after-hours
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:
   • Serve as NextGen trainer for providers.
   • Collaborate with HR, IT, and Credentialing during onboarding.
   • Develop schedules and distribute NextGen Guides.
   • Provide initial support for on-boarding and facilitate additional learning.
   • Ensure provider location set-up.

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. Compliance Management:
   • Assist with patient complaints as directed, communicate with involved parties, and share reports with Compliance.
   • Prepare monthly provider productivity reports
2. Clinical directors:
   • Maintain open communication, problem-solving, and schedule updates.
3. SSM-Contracted Services 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.

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