Practice Manager

Overview:

Come Join our Team

Cosmetic Surgery Associates is loooking for its next Practice Manager

Summary

The Practice Manager plays a key role in overseeing the daily operations of the clinic, surgery center, and med spa, ensuring the delivery of high-quality services to our patients. The Practice Manager is responsible for managing staff, maintaining regulatory compliance, and fostering a welcoming and professional atmosphere. The ideal candidate possesses strong leadership skills, exceptional organizational abilities, and a passion for the plastic surgery and cosmetic medicine industry.

Responsibilities:

Performance Results: Analyze trends in revenue, productivity, appointments, work days and patient flow to maximize practice growth and provider performance. Oversee physician and staff schedules to manage time off in order to maximize patient convenience while also managing practice expenses to maintain practice profitability. Drive sales through effective marketing initiatives, promotions, and upselling techniques.

Develop and manage budgets, ensuring the efficient allocation of resources and the achievement of financial targets.

Monitor revenue and expenses, identify opportunities for cost savings, and implement strategies to maximize profitability.

Oversee and drive sales through omni-channel marketing

Leadership: Maximizes clinic operational efficiency, customer service, and performance, as well as physician and mid-level provider satisfaction through effective leadership. Clinic Team Leader/Manager oversight: Bi-weekly check-in for review of clinic operations and planning for upcoming changes including but not limited to:Staff issues, development and training, and work schedules

Addressing physician, TL/managers, and staff concerns

Coaching on areas of team leader responsibility as needed

Equipment or supply needs and / or issues

Review staffing analysis and staff schedules for the upcoming 3 months presented by TL/managers and provide direction as needed (minimum once per month)

Review office economic performance; assess opportunities to better fill schedules and control supply and labor costs.

Develop and review Key Performance Indicators (KPIs).

Support timely collection of patient A/R

Collaborate with Clinic Leadership: Monthly meeting with clinic leadership team (Physicians, Providers, Forefront Management and TL/Managers) for review of clinic operations and planning for upcoming changes including but not limited to: Review office economic performance

Review Key Performance Indicators (KPIs)

Discuss and address questions and concerns

Extended operations team oversight: Bi-monthly clinic managers meeting to:Present standardized companywide managers meeting topics which include aspects of operational management, customer service, compliance and leadership training.

Discuss additional content specific to particular clinic

Provide managers with assignments to present at each monthly meeting.

Review office economic performance; assess opportunities to better fill schedule and control supply and labor costs.

Review Key Performance Indicators (KPIs).

Clinic Reviews: Complete standard quarterly clinic review and written summary report including but not limited to reception and clinic operations, CLIA, HIPAA, OSHA

Meet with physicians, providers, Forefront management and managers to review quarterly review report, KPIs and address questions and concerns

Provides Forefront management with written report

Review office economic performance; assess opportunities to better fill schedule and control supply and labor costs.

Weekly Reporting:Provide weekly email summary to physicians and VP of Operations a list of the current week’s accomplishments, discussions and challenges and the upcoming week’s schedule.

Communication/Advocacy: Prepares for and actively participates in required management meetings including but not limited to meetings with VP of operations, physician advisor and other administrative or operational meetings as scheduled. Is the liaison between Support Services and the clinic and bridges the gap between the two to help improve support.

Training Material/Content Development: Develops and keeps updated TL/managers and Clinic staff training materials in collaboration with RCMs and Support Services managers.

Develops content for monthly TL/managers meetings in collaboration with RCMs and Support Services managers when needed.

Human Resources/Staffing:Responsible for overall clinic staffing performance whether completed themselves or through TL. This includes interviewing, selection, hiring, terminations, performance reviews, orientation, training and time and attendance.

Recruit, train, and supervise a team of skilled professionals including estheticians, nurses, and support staff.

Directly responsible for clinic TL/managers’ orientation and accountable for TL/managers’ performance. Oversees accuracy of clinic staff work schedules and provides feedback to TL/managers as needed.

Reviews staff time & attendance reports and manages issues as appropriate.

Ensures all staff are trained effectively

Ensures managers leads effective quarterly staff meetings

Ensures team leader is effectively managing clinic operations to the satisfaction of the physician and mid-level providers and in accordance with company policies and procedures, values, and mission.

Performance reviews:Responsible for/oversees completion of 90 day and annual staff performance reviews for direct reports.

Ensures clinic TL/manager completes staff 90 day and annual performance reviews on time.

Provides coaching for TL/manager on completion of staff performance reviews and performance corrections with regards to objective written or verbal descriptors of performance concerns, providing constructive feedback, and accountable and measurable corrective action plans.

Ongoing Clinic Operations: Coordinates all aspects of new physician or provider orientation and on boarding.

Coordinates equipment, scheduling, and all other aspects related to expanding or adding new services to an existing clinic.

Ensures clinics are adequately staffed to provide the best patient experience and supports physician and provider efficiency.

Oversee inventory management, including ordering supplies and maintaining appropriate stock levels.

Patient Satisfaction and Experience: Responsible for ensuring all clinic and providers deliver the best patient experience for every patient. Ensures effective resolution of all patients concerns.Uphold the highest standards of customer service and satisfaction, ensuring all patients receive personalized attention and care.

Address patient inquiries, concerns, and complaints in a timely and professional manner, striving to exceed expectations at every opportunity.

Monitor patient feedback and implement improvements to enhance the overall client experience.

Clinic Compliance: Ensures clinic is compliant with HIPAA, OSHA, CLIA and QuadA requirements as well as meaningful use requirements and all state regulations.Compliance – Reports all compliance issues to the compliance committee and helps ensures effective resolution of all compliance issues and incidents.

CLIA and QuadA:Prepares for and participates in CLIA surveys; assists with QuadA where necessary

Assists in ensuring new policies and procedures are CLIA compliant.

Under the direction of the Technical Supervisor, is responsible for maintenance oversight of the quality control and quality assurance records.

Coordinates the scheduling and ensures that all Proficiency testing occurs in a timely manner for each proficiency test system where applicable.

Coordinates troubleshooting actions with appropriate entities, (Technical Supervisor, manufacturers, consulting companies) when quality assurance, quality control, proficiency issues arise.

Provides written Plan of Correction response detail to CLIA deficiencies; assist OR manager with QuadA Plan of Corrections if needed.

Provides staff re-education or discipline as appropriate.

OSHA - Performs annual OSHA inspection with TL/managers and address relevant issues. Maintain written inspection report in on-site OSHA binder.

Policies and Procedures: In collaboration with Forefront management, reviews and updates as needed all clinical policies and procedures annually or more frequently as changes occur.

Other Duties: Adherence to compliance and completion of compliance training.

Performs other related duties as assigned.

Qualifications:

Successful completion of a bachelor degree, preference given to business degrees.

Two years of previous work experience in plastic surgery or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting is preferred.

Must keep current on state licenses and/or registrations to continue employment.

Valid Driver License and driving record that allows for insurability by Forefront Dermatology.

Knowledge, Skills and Abilities

Demonstrated leadership experience. Must be able to demonstrate leadership by serving as an example to others with regard to professional behavior, handling multiple tasks, maintaining a positive attitude, and in response to organizational change.

Demonstrated financial analysis and strategy development.

Experience managing and strategizing multiple marketing channels including social media.

Proficiency with Microsoft Word, Excel and PowerPoint.

Must possess excellent leadership, organizational, computer, and communication skills.

Ability to work effectively and cooperatively with staff, board, clients, and the public.

Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.

Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness.

Ability to maintain confidentiality of information.

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