Practice Manager

Pain Treatment Centers of America is looking for a Practice Manager to join our growing team!

The purpose of Pain Treatment Centers of America is quite simple – to put our patients back in control of their lives. Our physicians and nurse practitioners understand how chronic pain can invade, capture, and disrupt the lives of those who suffer from it, and it is our mission to leverage unrivaled compassion and expertise to restore our patients’ functionality and improve the quality of their daily lives. We accept that challenge and truly appreciate the trust our many patients have placed in us towards achieving this very important goal.

SUMMARY OF RESPONSIBILITIES

The Practice Manager provides key supervision for all clinic functions in their location and serves as the central administrator of its daily operations. The Practice Manager is responsible for all aspects of the relationship between patients and the Clinic; provides multi-disciplinary training for new hires and current employees; and monitors, implements, and enforces policies and standards relating to PTCOA’s unique employment setting to maximize the delivery of exceptional patient care. The Practice Manager additionally exercises significant discretion in hiring support staff, ordering supplies, and coordinating clinic scheduling.

JOB DUTIES INCLUDE, BUT ARE NOT LIMITED TO:

Daily Operations. Ensures smooth daily operation of the practice; appropriately troubleshoots problems and proactively identifies issues and develops recommendations for resolving issues. Provides effective guidance and feedback to all operational areas while developing a thorough knowledge of all departments and functions. Creates a respectful workplace and is accessible, open to new ideas, and respectful of the opinions of others, fostering a cooperative and collaborative environment. Responsible for all aspects of providers’ schedules and scheduling templates.

Patient Service. Provides superior patient service and an exceptional patient experience, demonstrating responsiveness and sensitivity to patient needs with urgency to resolve any patient dissatisfaction in accordance with patient needs, company policies and procedures, government regulations and other applicable standards. Receives and assesses complaints and questions from patients of the Clinic and determines, based on guidance provided, the appropriate action to take in order to achieve resolution.

People Management. Supervises all non-provider staff within the Clinic. Leads by example and always motivates diverse teams with self-confidence by exemplifying the company mission, values, and culture. Adapts leadership style to effectively deal with different situations and people, responding professionally when confronted with changes, adversity, and other work-related pressures. Counsels and, in collaboration with the Human Resources Department, disciplines employees when necessary. Performs all supervisory timekeeping tasks in HRIS system and manages time off calendar for all Clinic staff. Conducts performance evaluations for new hires at the end of their introductory period, as well as on an annual basis for all staff. Leads regular staff meetings.

Coordination with Administration. Works closely and regularly with members of various departments to ensure that Clinic is following all appropriate policies, procedures, etc. with respect to that subject area.

Training, Education and Policy Enforcement. Ensures that new hires are properly trained on all applicable policies, procedures, regulations, etc. needed to successfully perform their jobs. Monitors employee performance as necessary to identify the need for additional training and ensures that such training is provided. Regularly audits patient charts to confirm that providers and staff are complying with internal policies, as well as applicable federal and state regulations.

Compliance. Ensures Clinic’s compliance with all applicable regulations, statutes and laws, including, but not limited to, the following: HIPAA, worker’s compensation, MIPS/MACRA, FMLA, FLSA, ADA, Stark Law, False Claims Act (and any state equivalent), Medicare and Medicaid fraud and abuse regulations, etc. Additionally, the Practice Manager is responsible for ensuring Clinic compliance with internal processes and policies, including those regarding the urine drug testing program, compliant charting, etc. The Practice Manager also serves as the OSHA Safety Coordinator for the Clinic.

Procurement and Supply Management. Oversees ordering, stocking and management of all supplies at your location.

Facility Management. Manages and oversees facility issues at your location. This includes, but is not limited to, resolving issues involving utilities, plumbing, phones, computers, printers, fax machines, alarms, etc. and/or calling the appropriate individuals (whether internal or external) to resolve these issues.

Marketing and Referral Development. Schedule in-person visits with referring physicians on a regular basis and conduct appropriate follow up with referral sources. Engage in community activities designed to enhance the awareness in the community.

CORE COMPETENCIES

Exceptional written communication, verbal communication, and interpersonal skills, someone who can maintain a healthy and positive atmosphere for employees.

Strong management and leadership skills, particularly mentoring, coaching, and conflict management.

Knowledge of current medical terminology to communicate with physician, staff, and patients

Ability to effectively present information and respond to questions from employees, patients, and the general public

Ability to define problems, collect data, establish facts, and suggest logical and valid conclusions

Ability to logically troubleshoot, analyze situations, and make appropriate decisions within the scope and authority of the position

Ability to analyze and interpret complex data

Knowledge of regulatory and compliance best practices in the healthcare setting

Knowledge of health care environment, medical office policies and procedures, general accounting procedures, and human resource management practices.

Excellent listening and follow-through abilities and a willingness to accept constructive criticism.

REQUIRED EDUCATION, EXPERIENCE, AND/OR CERTIFICATIONS

The position requires a bachelor’s degree, preferably in the fields of business administration, health management, accounting, or a related area of study, plus two (2) years of experience in a management or leadership role with a health care provider or related entity, or a combination of practical experience and education.

WORK HOURS

This is a full-time position. Days and hours of work are expected to fluctuate significantly but at a minimum require work before, during, and after regular business hours. Frequent travel will be required.