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
* 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.
* 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.
* Provider Meetings:
* Prepare agenda and take minutes
* Maintain dietary preferences, order lunch, and submit invoices to Accounts Payable.
* Call Schedules:
* Manage call schedule rotation and submit to providers, after hours company, and necessary personnel.
* maintain the provider listing for after-hours
* CME Management:
* Approve/deny CME requests, monitor funds, maintain spreadsheets, and communicate with providers.
* Manage CPR credentialing, schedule classes, and submit invoices.
* 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
* CMO Support:
* Regular communication and administrative support as requested.
* EMT Reporting:
* Report appointment analysis daily and billed encounters weekly.
* Provide supportive information as requested.
* 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
* Compliance Management:
* Assist with patient complaints as directed, communicate with involved parties, and share reports with Compliance.
* Prepare monthly provider productivity reports
* Clinical directors:
* Maintain open communication, problem-solving, and schedule updates.
* SSM-Contracted Services Coordination:
* Submit payroll monthly and communicate days off to Scheduling.
Scheduling and Communication
* Scheduling:
* Communicate provider vacations, CME dates, and unscheduled days off.
* Inform of schedule/location changes.
* 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
* 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.
* 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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