Practice Manager - Peoples Family of Corporations

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:

o Approve/disapprove requests for time off.

o Communicate with Scheduling and update ADP, Calendar, and Forecast.

o Manage communications regarding unscheduled absences.

o Review provider schedules, make rescheduling decisions, and notify relevant parties.

o Update ADP, Calendar, and Forecast as necessary.

2. Payroll Management:

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

o 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:

o Manage call schedule rotation and submit to providers, Nurse Access, and necessary personnel.

o Oversee after-hours patient calls and maintain the provider listing.

5. CME Management:

o Approve/deny CME requests, monitor funds, maintain spreadsheets, and communicate with providers.

o Manage CPR credentialing, schedule classes, and submit invoices.

6. New Providers:

o Collaborate with HR, IT, and Credentialing during onboarding.

o Develop schedules and distribute NextGen Guides.

o Provide initial support and facilitate additional learning.

Administrative Support

1. CMO Support:

o Regular communication and administrative support as requested.

2. EMT Reporting:

o Report appointment analysis daily and billed encounters weekly.

o Provide supportive information as requested.

3. Finance Coordination:

o Submit payroll and approved reimbursements to AP.

o Provide annual provider reimbursement reports to the COO.

o Update payroll with provider status/hour changes.

Staff Supervision

1. Medical Administrative Assistants:

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

2. Compliance Management:

o Review patient complaints, communicate with involved parties, and share reports with Compliance.

o Prepare monthly reports, including No Show and Compliance reports.

3. Clinical Supervisors:

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

4. SSM Coordination:

o Submit payroll monthly and communicate days off to Scheduling.

Scheduling and Communication

1. Scheduling:

o Communicate provider vacations, CME dates, and unscheduled days off.

o Inform of schedule/location changes.

2. Other Communications:

o IT: Manage provider issues and new provider setups.

o FOA Supervisor: Handle unscheduled absences and patient charting errors.

o Credentialing: Update on new providers, licensing issues, and CPR.

Administrative Reporting and Quality Assurance

1. Reporting:

o Daily appointment analysis, weekly encounter count, and various monthly reports.

o Communicate kept appointments without charges, CME/license/dues annual reports, and monthly slot utilization reports.

2. Quality Assurance:

o Review charts for medication reconciliation and chart signature percentages.

o 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.