JOB TITLE: Practice Manager – Cardiology/OB-GYN

DEPARTMENT: Physician Clinic Administration

REPORTS TO: Physician Clinics Director

JOB SUMMARY

The Practice Manager provides leadership in planning, guiding and coordinating practice operations for Rural Health Clinics (RHC). Maintain focus on service and operational excellence. The primary responsibilities of this position are supervision of all practice staff (excluding providers), fostering cohesion among the practices, managing and coordinating the development and implementation of policies and procedures as they relate to customer service. The Practice Manager will with work closely with the Physician Clinics Director and the Clinical Nursing Director to optimize front office and clinical workflows. Clinic departments include Cardiology and OB-GYN.

JOB REQUIREMENTS

Bachelor’s degree preferred or minimum of 2 years equivalent experience.

EXPERIENCE

Minimum of one year of Physician Practice Management experience required.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have a professional rapport and strong interpersonal skills with the ability to communicate with staff and the public in a friendly, courteous and helpful manner.
• Management experience necessary along with a knowledge of HR practices.
• Must have excellent organizational skills with the ability to multi-task.
• Must have excellent verbal and written communication skills.
• Strong computer and keyboarding skills.
• Must be proficient in the use of Microsoft Office Suite products knowledge including Word, Excel and Outlook.
• Ability to learn new computer software applications.
• Experience with filing HCFA, Workers’ Compensation and other insurances.
• Have working knowledge of clinic CPT, ICD and HCPCS codes.
• Capable of sound business practices that reflect well on the clinics.
• Must have critical thinking skills.
• Must have knowledge of medical terminology.
• Detail oriented.

ESSENTIAL FUNCTIONS:

• Responsible for management of assigned clinic staff including interviewing and hiring, scheduling, performance evaluation, training, counseling and disciplinary action.
• Responsible for day-to-day operations of the assigned clinics.
• Development of clinic policies and procedures in conjunction with the Physician Clinic Director.
• Identify continuous quality improvement opportunities within the site. Implement and monitor changes for updates as necessary.
• Hold monthly clinic office staff meetings to include a review of patient satisfaction scores, patient comments, clinic specific projects, productivity metrics, etc.
• Ensure all staff are cross-trained to cover multiple clinics as needed to ensure proper clinic staffing based upon volume.
• Adjust staffing support to ensure staffing levels at each clinic match productivity standards and patient needs. Assure adequate provider coverage to meet patient needs at all times.
• Work with Clinical Nursing Director to ensure quality programs are achieved for various government or payer programs.
• Review EHR workflows and work queues to ensure staff are competent and work is completed timely on behalf of patients.
• Perform onboarding and orientation with new staff to promote employee engagement and staff productivity.
• Monitor staff turnover rates and collaborate with Clinical Nursing Director to improve the onboarding program as needed.
• Perform and participate in audits to ensure compliance and minimize operational risk.
• Support front office staff and provide back-up coverage during staff shortages, crisis situations and for evaluation.
• Assign duties, supervise and coordinate the activity of front desk personnel. Ensure proper staffing and distribution of assignments to accomplish required tasks.
• Ensure that licensure and certification of staff is current and that training sessions are scheduled as required.
• Be responsible for clinical certification such as for laboratory and that equipment is properly maintained and meeting regulatory guidelines as necessary.
• Make changes in the schedule, as necessary, for illness and emergencies. Alert Physician Clinics Director to staff shortages or anticipated changes in staff level, i.e., pregnant, staff members.
• Assist staff with incident, accident and error forms, as necessary. Assist Physician Clinics Director with follow-up.
• Assure that new employees receive adequate orientation and competency training.
• Conduct performance evaluations for staff at intervals specified in the personnel policy, or as necessary. Assist in determining employee's professional goals and recommend ways to attain them.
• Assume Time Card Duties for all clinical staff. Approve vacations, overtime, excused absences, personal days, and PTO/EIB use. Assist in payroll information regarding new employees, changes in employee rate or positions, and hours worked.
• Assure that clinical supplies and medication stocks are rotated and replaced as used. Oversee requisitioning process for clinical supplies.
• Maintain clinical skills and knowledge by actively being involved in clinical activities within the clinical departments. This may include working within clinical departments or shadowing employees within departments to keep current with skills and advances in clinical practices.

• Utilize formal and informal recognition resources to recognize staff and provider accomplishments.
• Attend in-service and training sessions as they become available to stay current in knowledge of position.
• Oversee inventory and ordering of office supplies.
• Work with Physician Clinics Director in developing a yearly budget, as requested.
• Attend and participate in meetings, classes, committees, or workshops as requested by Physician Clinics Director.
• Participate in community activities designed to promote CRH and community health and education, with approval of Physician Clinics Director.