Practice Operations Manager

Duties and Responsibilities

Primary Job Functions:

• Supervise office staff of 15 – 30 employees across multiple medical office locations.

• 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.

• 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 the Director of Operations

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, Director 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 affecting the 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.

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

• Must have at least 3+ years of full-time management experience with direct reports.

• 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
• Working on-site 5 days per week with the ability to drive to multiple offices as directed by the Director of Practice Operations