Practice Manager

Job Summary:

In collaboration with assigned practice(s) Lead Physicians, directs and coordinates administrative and clinical services for assigned practice(s) as part of the dyad leadership model.  Provides 24 hour accountability and day-to-day oversight and supervision to ensure optimal operations, safety, highly functional business systems and quality patient care; ensures optimal patient access and customer satisfaction.  Assists in setting the tone and atmosphere of the practice and creating a positive work environment. Contributes to vision and strategic planning for growth of the practice.  Promotes Virtua mission, vision, practice goals and philosophy and cascades all Virtua, VMG and office communications to direct reports as appropriate. Is compliant with Federal, state and local regulatory guidelines.

Job Responsibilities:

Financial / Revenue Cycle Management

Oversees the daily/monthly expenditures, staffing and overtime hours.  Ensures that assigned practice(s)’ staff follows all front-end policies and procedures including but not limited to completion of missing charges, claim edits, daily cash reconciliation, tracking referrals, and other receivable/collection tasks. Assist physician compliance with chart completion, charge entry, PAQ’s/ inboxes.

Identifies opportunities to increase patient volume and services while controlling expenses; creates implementation plan for improvement and executes improvement plan within budget. 

Responsible for development and maintenance of assigned practice(s)’ budgets in collaboration with assigned practices’ Lead Physicians.  Responsible for providing explanations to leadership regarding budget-to-actual variances, and taking timely and appropriate actions to mitigate negative variances. 

Prepare critical daily, weekly, and monthly reports and provide data as needed. Assist with achievement of goals and objectives for metrics and reimbursement. Monitor and maintain records of provider CME and PTO.

Attend meetings/ education sessions to continually evaluate and improve compliance .

Workflows and Policies

Contributes to the development and implementation of policies and procedures that govern the operations of the practices/clinics and follows established policies and procedures, ensuring assigned practice(s) adhere to standards as set forth by health system. Assist with review/change of policies and procedures to reflect current regulations and best practices.  

Responsible for achieving budget targets as well as goals for access and activities supporting referral management by monitoring Key Performance Indicator (KPI). Working with lead physician, takes appropriate action to foster improvement. 

Monitors clinician schedule flow, utilization and adjustments including daily monitoring of capacity.

Maintain inventory, supplies necessary for operations

Assists providers with maintaining current licensure and credentials.

Reviews and develops a plan of correction for deficiencies noted during inspections, provides a written copy of such plan to leadership and implements action plan. 

Makes written and oral reports and recommendations to leadership concerning the operations of the practice(s); presentations of best practices to management team

Give input and collaborate for development of system changes and upgrades.

Attend meetings, participate on committees.

Human Resource Management

Works collaboratively with Human Resources and Lead Physician(s) to effectively recruit, interview, select, and hire personnel for the practice, and provide justification for approval of positions

Ensures that an adequate number of appropriately trained professionals and personnel are on duty at all times to meet the needs of the patients and ensures licensures and certifications are kept current. 

Accountable for supervision and retention of office staff, including training, coaching and development, as well as ensuring that all staff members are performing according to policy and STAR standards.

Payroll management including oversight of leaves, temp staffing requests

Conducts best people reviews (“BPR”s) and establishes goals for staff positions under purview

Quality

Responsible for oversight of Point of Care testing and compliance with State regulations. 24 hour accountability for maintenance of vaccines, controls, and refrigerator/ freezer temperature.

Participation in designated CPC program, Value based synopsis, VPP reporting, and other programs as developed

Achieve goals and objectives set for practice

Responsible for oversight of sample logs and recall procedures

Customer Experience

Reviews Patient Satisfaction results and takes appropriate action to improve results, including preparing/contributing information necessary for dashboards

Acts as a liaison between VMG office personnel, Virtua and all external parties to ensure an outstanding customer experience. 

Consults with Lead Physicians, Director of Practice Management, Medical Directors and staff concerning practice operations, problem solving and service improvement.

Maintains good relations with the public that serves the best interest of the practice and the community alike through patient family advisory councils

Maintains an excellent working relationship with the medical profession, providers, and other health related facilities and organizations.

Builds and develops relationships both within and external to the practice as well as developing outstanding communication skills.

Position Qualifications Required:

Required Experience:

3-5 years supervisory experience in a medical practice or ambulatory medical setting.  Knowledge of insurance (ICD-9 CPT coding, Medicare regulations, state regulations, CLIA, DOH, and OSHA regulations) preferred.

Solid knowledge of and experience in billing and health insurance guidelines and practices, including commercial, Medicare and managed care payers.

Solid knowledge of and ability to use, electronic medical records, scheduling, charging, and billing systems.

Required Education:

Bachelor’s degree required. Related experience in lieu of a degree may be considered on a case by case basis.