Description:
This position manages the daily processes within the physician practice responsible for overall functioning of the practice including management of staff, workflow development, financial performance, patient, provider and staff satisfaction and billing compliance. Assist with the development of operational plans & budgets and implements performance improvement strategies within the departments. Responsible for the effective management of the non-clinical support service functions including medical records, patient documentation data entry, department payroll and office management. Maintains effective working relationships among support staff and oversees the timely and accurate dissemination of both internal and external patient care information. Performs all duties in a manner which promotes team concept and reflects the mission and values of Bon Secours Health System.
Essential Job Functions
- Responsible for day-to-day non-clinical operations, keeping the Practice Manager/Practice Administrator informed of significant variance from expected staff performance. Monitors deadlines, compliance and facilitates resolution of issues between administrative and clinical staff.
- Manages office functions to include adequate telephone coverage, payroll processing, supplies and forms, mail processing, functioning office machines, and efficient typing support.
- Ensures accuracy of payroll submission. Ensures overtime and/or temporary personnel are within budget. Assists staff with payroll issues.
- Directs and evaluates workflow processes to provide maximum efficiency of daily operational activities. Provides ongoing training and monitoring of work performances to ensure product effectiveness.
- Implements and directs policies and controls to ensure appropriate compilation of patient demographics and financial data.
- Maintains understanding and working knowledge of all automation systems located in the departments. Works with the information systems to evaluate agency’s ongoing automation needs and recommends upgrades/enhancements to streamline operations and ensure agency’s ability to comply with regulatory body reporting requirements.
- Serves as agency liaison with Information Systems, Accounts Payable, Engineering, Maintenance, Housekeeping and other departments as needed.
- Participates in annual planning processes and budget preparations.
- Works with the Director to proactively assess internal operations, anticipate problem areas and develop logical, practical plans of action both long and short-term.
- Responsible for ensuring optimal staff and patient satisfaction by working closely with the leadership and participating in Gallup surveys.
- Conducts daily huddles and monthly staff and provider meetings. Prepares agendas and forwards action plans and meeting notes to Administrative Director.
- Coordinates planning and facilitating compliance with Joint Commission, state and federal standards, as applicable. Ensure compliance with system policy/procedure for all activities, as applicable.
- Monitors financial performance on a daily, weekly and monthly basis. Identifies opportunities for improvement and develops plan to implement necessary changes to meet budget. Ensures compliance to standards with focus on volume, customer service initiatives, productivity, non-provider labor, building occupancy expenses, and clinical supply costs.
- Implements and monitors policies and procedures on ordering, receiving, inspecting, pricing, stocking and recording issuance of office supplies in a cost-effective manner.
- Purchases supplies and ensures proper value for funds expended. Evaluates invoices for accuracy, codes and submits invoices to A/P on a timely basis.
- Manages revenue cycle to established benchmarks including hold buckets.
- Ensures scheduling of staff to promote provider productivity as well as promote quality care and fiscal viability.
- Assist with performance evaluation process for subordinate staff within each practice; compiles information for human resource department in a timely manner. Ensures that subordinate staff maintains licensure and certifications as required along with yearly competency evaluation. Provides on-going feedback to staff of performance throughout the year.
- Manage and track PTO usage for staff.
- Assist with counseling employees in disciplinary matters and obtains assistance from human resources appropriately for disciplinary actions and/or employee termination process. Notifies Administrative Director of any HR issues within the departments.
- Assist with recruitment, interviews and hires personnel as necessary and according to guidelines.
Recognizes and performs other duties in the office as needed to maintain efficient office operations.
- Participates actively in quality improvement efforts.
- Will actively demonstrate excellence in service behaviors to increase patient satisfaction.
- Will participate in the Gallup Impact Plan for department to improve work environment.
- Serves on committees and assists other managers as requested by Administrative Director.
- Attends meetings for the benefit of department operations or personal management development and growth
- Maintains communication with Administrative Director on weekly basis to review financial performance targets as well as other projects defined by director.