Practice Operations Manager

Job Description

Duties and Responsibilities

Primary Job Functions:

Supervise office staff of 15 – 30 employees at multi-site medical offices.

Directs, coordinates, and manages all practice functions including schedules, clinic operations, and process improvement with designated business units.

Partners with other Practice Operations Manager(s) to coordinate resources across offices.

Partners with Senior Manager of Hospital Operations to assist with process improvement, confirmation of hospital-based outpatient schedules, and conflict resolution.

Works with Human Resource Manager on staffing needs, training, and employee relations

Works effectively with physicians and other care providers to ensure practice is running efficiently and medical care is delivered in a safe and timely manner.

Monitors key metrics and maintains service levels with regards to office flow, patient experience, and office-based scheduling

Responsible for inventory management of office and clinic supplies and partners with finance on supply chain and accounting

Conducts regular meetings with office supervisor, team leads, and front-line staff.

Ensures that all company and employee procedures and policies are followed; addresses issues as they occur.

Actively manages service recovery and patient complaints in partnership with the Patient Experience Team

Assists in monitoring providers’ schedules to maintain patient/provider efficiency.

Ability to learn and work within multiple practice management systems including reporting and task management.

Provides education and coaching support to staff.

Additional in-scope projects as needed by VP of Operations or Board of Directors

Secondary Job Functions:

Conduct 90-day and annual evaluations for direct reports.

Attend all office and manager meetings, training, and in-services as required.

Maintains office equipment; schedules service calls as needed.

Maintain confidentiality of patient, personnel, and financial information by utilizing HIPAA guidelines and regulations in addition to policies set forth by corporation.

Other tasks as requested by physicians, VP of Operations, or human resource director.

Knowledge, Skills, and Abilities

Familiarity with insurance coverage and policies of the corporation

Ability to supervise diverse office staff of 15-30 employees.

Ability to work with other Managers on issues effecting practice in an appropriate and productive manner.

Ability to learn and perform all job responsibilities of office employees in the event of an absence.

Knowledge of medical terminology

Knowledge of HIPAA regulations

Extensive knowledge of Microsoft Excel and using reports to problem solve and track productivity.

Ability to create presentations using Microsoft PowerPoint

Ability to use business equipment and machines, i.e., fax, copier, phones, postage machine, credit card machine, etc.

Ability to establish priorities, work independently, and proceed with objectives with little supervision.

Strong communication skills and ability to build relationships.

Neat appearance and professional demeanor

Credentials and Experience

Must have bachelor’s degree in business or related field or equivalent experience.

Master’s degree preferred.

1+ years’ experience working in the medical field (office, clinical, or hospital) preferred.

Must have at least 1+ years of full-time management experience with direct reports.

Extensive knowledge of Microsoft excel, and using reports to problem solve and track productivity

Fluent in English

Special Requirements

Willingness to learn new tasks, be cross trained within the office, and flexibility with workload to help office flow

Flexibility in working hours.

Physical Demands

Must be able to sit (frequent), stand (frequent), walk (frequent), stoop (frequent), bend over (frequent) and type on keyboard (frequent)

Ability to communicate in person and by phone (frequent)

Physical ability to retrieve and file records in a (6-7 shelf) file cabinet (occasional)

Must be able to independently lift 25 lbs. (occasional)

Work Environment

Office workstation environment with numerous employees

Full-time