Practice Manager II - Butler Primary Care Job Opening

Practice Manager II - Butler Primary Care

St. Elizabeth Healthcare

Butler, Kentucky
Category: Phlebotomist

Job Title: Practice Manager II

Department: Practice Office Exempt


Job Code: 115003

PRIMARY PURPOSE:


The Practice Manager II is responsible for the management of physician and advanced practice provider location(s), including employee supervision, and meeting and/or exceeding organizational goals and objectives relating to operating budget and revenue cycle management. The Practice Manager is a highly visible position that is always responsible for creating a positive impression with patients, physicians and other visitors he/she encounters, both in person and on the phone.

DUTIES AND RESPONSIBILITIES:


POSITION DUTIES - ESSENTIAL FUNCTIONS

ACCOUNTABILITY TOOLS

FREQUENCY


  • Understand and uphold SEP’s Mission, Vision, and Values.

Service Standards Agreement

360 degree evaluations

Ongoing


  • Comply with all applicable laws and regulations.

REACH training

Ongoing


Managerial Functions



1. Work in conjunction with HR to interview candidates for openings.

As Needed



2. Proactively address performance concerns and document immediately, thoroughly, and accurately. Consult Director of Operations or HR as appropriate to address performance issues.

Documentation of employee performance concerns.

As Needed



3. Ensure that new employees are properly oriented and are aware of the performance expectations of their position.

New Hire check list, training classes.

As Needed


4. Accurately report time to be paid to employees and providers via payroll system by the deadlines set by payroll.

Accuracy of employee payroll

Approve

bi-weekly



5. Analyze staffing levels and schedule employees and providers to maximize efficiency and productivity. staffing levels based on established company metrics.

Payroll reports, position control, financial reports, individual meetings, documentation.

As Needed



6. Coach employees to meet established work goals on quantitative/qualitative standards.

Individual meetings, documentation.

As Needed



7. Evaluate employee performances and provide feedback in a timely manner. Obtain physician and mid level practitioner feedback as necessary and appropriate.

Evaluation forms

Ongoing, evaluation completed annually


8. Through effective management, maximize retention and minimize voluntary office turnover. Recognize employees for outstanding performance.

Turnover reports, exit interview feedback

Ongoing



9. Maintain a motivational, positive, and supportive working environment for employees.

Turnover reports, exit interview feedback

Ongoing



POSITION DUTIES - ESSENTIAL FUNCTIONS

ACCOUNTABILITY TOOLS

FREQUENCY



10. Communicate and administer policies and procedures as outlined. Consult with the Director of Operations or HR department as appropriate to address policy and procedure issues.


Ongoing



11. Resolve employee or provider issues with assistance as needed from the Director of Operations and/or Human Resources.

Ability to resolve issues in a constructive and positive manner.

Ongoing, annually


12. Work with CBO to improve revenue cycle management and net collections through established work flow processes.



13. Communicate goals and objectives, financial performance, and other defined performance objectives to physicians and employees.

Regularly scheduled meetings to communicate goals and objectives.

Monthly



14. Conduct monthly (or more frequent) meetings with office providers to review practice performance goals and objectives. Prepare agenda with minutes to be submitted to the Director of Operations within 72 business hours after meeting.

Provider feedback

Monthly



15. Conduct regularly scheduled monthly meetings with employees to review practice performance goals and objectives. Prepare agenda with minutes to be submitted to the Director of Operations within 72 business hours after meeting.

Employee feedback, adherence of office to SEP goals and objectives

Monthly or more frequently as needed



16. Attend monthly Managers’ meetings as well as other mandatory meetings.

Attendance

Ongoing



17. Other duties and responsibilities as assigned are complete on a timely, thorough and accurate basis.

Completion of duties

As Assigned



ORGANIZATIONAL RELATIONSHIPS:

The title of this position’s immediate supervisor: Director of Operations


Job titles of persons reporting to this position, if any: Medical Assistant, Front Office Assistant, Front Office
Coordinator, Clinical Coordinator, RN/LPN, Phlebotomist, Lab Technician, X-Ray Technician


Number of employees supervised: Dependent upon size of office.


FINANCIAL IMPACT AND RESPONSIBILITIES:

The Practice Manager is accountable for office budget goals/objectives, overall revenue cycle management, annual operating and capital budget development. The Practice Manager is responsible to support all members of the Administrative and Management Teams.


EDUCATION:

Minimum: H.S. Diploma/GED

Desired: Associate Degree or equivalent experience


YEARS OF EXPERIENCE:

Please describe the minimum amount of experience required to perform the position duties.

2+ years’ experience in a medical office. 1 year previous experience in a supervisory role.


REQUIRED SKILLS AND KNOWLEDGE:

Ability to manage and prioritize multiple tasks, knowledge of Excel, Word, Outlook and Powerpoint and the ability to learn other computer skills. Must have good organizational skills and work professionally with doctors, hospital administration and management, SEP employees and the public.

OTHER REQUIRED SKILLS AND KNOWLEDGE:

  • Extensive knowledge of current practice management system.
  • Extensive knowledge of front end operations (registration, charge entry, scheduling, etc.) and back office workflow as related to practice operations.
  • Knowledge of clinical operations.
  • Demonstrated ability to work successfully in a team-based decision-making culture.
  • Demonstrated ability to work independently resulting in effective outcomes and on-time performance.
  • Experience in planning and coordinating multi-disciplinary communications strategies, strategic initiatives, and events.
  • Must respond and follow through to requests from customers promptly.
  • Must work carefully and precisely with attention to detail.
  • Must utilize resources wisely.
  • Performs duties willingly and with initiative. Shares necessary information so co-workers can do the same.
  • Cooperates with other departments and work groups.


LICENSES AND CERTIFICATIONS:

List any licenses and/or certifications required to perform this position.

Must have reliable transporation for local travel between work locations.


PHYSICAL DEMANDS BY POSITION


Please check the activities that apply to this position and their level of frequency. (4 = Very Frequent)


ACTIVITY

1

2

3

4

ACTIVITY

1

2

3

4

ACTIVITY

1

2

3

4


Walking


X

Reaching


X

Hearing


X


Sitting


X

Manual Dexterity


X

Normal

Conversation


X


Pushing


X

Use of Hands


X

Other

Sounds


X


Pulling


X

Talking


X

Vision


X


Climbing


X

Lifting


X


Acuity, Near


X


Stooping


X

Over 50 lbs.


X


Acuity, Far


X


Kneeling


X

Under 50 lbs.


X

Color Vision


X


Standing


X

Other*



  • Please specify:

Mental Requirement

Demonstrates both problem solving and problem prevention skills. Displays sensitivity to the need of patients, families, visitors, physicians, coworkers and other external customers. Demonstrates excellent communication skills and empathy. Treats others with consideration, courtesy and respect. Remains composed and takes actions to restore calm in stressful situations. Demonstrates judgment and tact when dealing with others.

Working Conditions

Responsible; works independently in a safe and appropriate manner. Timely; recognizes time as a customer’s most valuable resource and responds promptly. Accurate; works carefully and precisely with attention to detail. Coordinated; organizes and delivers service in the proper order; utilizes resources wisely.

Performs duties willingly and with initiative; shares necessary information so co-workers can do the same. Cooperates with other hospital departments and work groups.


Briefly describe the environmental working conditions of this position:


This position functions in a normal office environment (little exposure to excessive noise, dust, and temperature). Local travel required between work locations.


The routine duties of this position involve the low potential for exposure to blood borne pathogens and other potentially infectious materials, and has a low risk for exposure to Tuberculosis.