Practice Manager
Position Description
Arroyo Medical Group, Inc. (AMG) provides patients with access to integrated, evidence\-based primary care and concierge services throughout the southern San Luis Obispo County, CA area. Our dedicated providers and staff form long lasting, nurturing relationships with patients, guiding them through prevention and treatment options, tailoring our services to individual needs.
The Practice Manager works together with physician leadership and in developing, planning, directing, and controlling broad activities needed to ensure the long\-term success of the practice in accordance with federal, state, and local laws and regulations in addition to developing and maintaining AMG’s policies and procedures. The Practice Manager drives the organization objectives to ensure financial stability through short and long\-range planning to achieve and maintain sustained profitable growth and maintain the practice’s independent status.
The Practice Manager is responsible for creating and sustaining a culture that engages employees and physicians in a healthy environment of trust and teamwork. This positive environment makes it possible to create efficient processes, broad growth, and predictable financial results by continually evaluating practice strategies and plans to meet changing national, state, and local needs.
The Practice Manager maintains overall responsibility for the operation of the Practice except for those activities directly involving the practice of medicine.
The Practice Manager must be results focused with the ability to achieve results through other people. The Practice Manager must create a patient focused environment where employees are passionate about their roles, work collaboratively, and most of all, create a superior patient experience. As such, the Practice Manager must be proficient in creating a team environment, proven in developing the talents of individuals, and be an accomplished change agent. The Practice Manager is looked to as a mentor by staff and supervisors.
Reporting Relationship
· Reports directly to the President/CEO
OVERALL RESPONSIBILITIES AND DUTIES
· Participates with physician leadership in the development and implementation of the short and long\-range plans to achieve the organization's goals and objectives including specific strategy and plans for growth, efficiency, cost management, quality care, and development of human capital.
· Ensures performance planning, coaching and development plans are in place for all employees to maximize their potential. Ensure the employee evaluation process to include performance evaluations, merit increases, promotions and, when necessary, that disciplinary actions are complied with.
· Ensures continuous process improvement of key clinical and administrative processes to achieve predictable financial results and clinical excellence.
· Optimizes the use of the EMR and other technologies. Further develops a paperless environment.
· Evaluates general and specific business conditions as they relate to operational issues, and keeps the President fully advised on these matters.
· Ensure adherence to legal requirements and government reporting regulations affecting all workplace regulations.
SPECIFIC RESPONSIBILITIES AND DUTIES – This list is not intended to be all inclusive, but to delineate some of the most important tasks performed by the Practice Administrator. The nature of the position demands that flexibility is maintained so that as the business needs change, the duties of the Administrator may change as well.
A. Financial
a. Oversee accounts payable including: payment of corporation bills before their due date, review invoices for accuracy, review expense payment trends and identify problem areas, approve all expenditures within certain limits.
b. Prepare a review and analysis of monthly statements, all special financial studies, reports, etc., as requested or deemed necessary.
B. Business Development
a. Work with shareholders to design and implement strategic plan.
b. Liaison between advertising contacts and shareholders.
C. Staffing
a. Recruiting, hiring, and termination of staff, with input from physicians and supervisors.
b. Monitor team performance and coach staff members when necessary to foster optimal teamwork.
c. Administer timekeeping, payroll, and staff benefits.
d. Supervision, including salary review and proposed salary adjustments and evaluation.
e. Maintain records of vacations, sick leave, etc.
f. Organize regular staff meetings, set agendas, and lead meetings.
g. Determine and change personnel assignments and job descriptions as needed.
h. Assure that staff is fully trained and operates in compliance with all government and other regulatory agencies.
i. Oversee coverage for employees out sick or on vacation with department supervisors.
j. Participates in and coordinates logistics for provider recruitment.
D. Supplies
a. Oversee ordering of clerical and medical supplies.
E. Professional and Corporate
a. Monitor fringe benefit programs for shareholders.
b. Liaison between retirement plan administrator(s) and shareholders.
c. Liaison between practice attorney and shareholders.
d. Handle and recommend all corporate insurance coverage.
e. Arrange weekly shareholder meetings, prepare agenda, and record minutes.
f. Liaison between hospitals and physicians.
F. Office Facilities
a. Responsible for all aspects of office facility maintenance and coordination with landlord.
G. Reporting
a. Completion and analysis of monthly financial reports including traditional financial statements, accounts receivable, and various analysis reports as requested.
b. Oversee timely reconciliation of practice bank accounts.
c. Liaison between accountants and shareholders.
H. Billing
a. Reimbursement analysis.
b. Ensure that all collected funds are accounted for and deposited.
c. Review and supervise internal systems for handling cash, recording mail receipts, writing checks, etc.
d. Ensure that billing staff is performing regular account follow\-up.
e. Review and approve all refunds.
f. Oversee credentialing of physicians with all contracted payers and health systems.
I. Quality Based/Managed Care
a. Support the providers in meeting value\-based care and quality measures.
b. ACO and managed care contract administration.
J. Operations
a. Manages the daily operation of the organization by creating and implementing policies and procedures.
b. Recommend, support, and implement organization technology changes.
c. Troubleshoot and work with remote IT support to solve technology problems in a timely manner to minimize disruption of operations.
d. Monitor and question provider schedules for maximum efficiency.
K. Corporate Compliance
a. Maintain compliance with all applicable federal and state laws and regulations.
THE CANDIDATE
Education/Certification
A Baccalaureate Degree in Healthcare Management, Administration, Finance or a related business field required. Minimum five years of experience in healthcare management and operations, including medical office management.
Experience \& Competencies
· Requires an accomplished executive with outstanding leadership, physician relationship, teamwork, and general management skills. Strategic, operational, and financial experience in a healthcare services business where the primary drivers ae quality of service to patients, optimal utilization of assets, billing and collection, and working closely with physicians.
· Displays the ability to articulate, demonstrate, and model the mission and values of the practice to patients, team members, vendors, community contacts, and all other practice contacts.
· Evidence of creativity, intensity, high integrity, reasoned and thoughtful judgement, sense of urgency, a balance between analytical and intuitive skills and a willingness to “roll\-up\-sleeves” to apply these attributes. Accustomed to working in a rapidly changing environment, providing inspirational leadership, while making and acting on tough decisions as appropriate. Able to articulate clear, meaningful goals and focus people’s efforts to get results.
· Evidence of the ability to rapidly establish credibility at all levels of the organization, particularly at the front lines with professional and technical staff. Requires maturity, self\-confidence, and sensitivity to function comfortably and effectively in a demanding environment.
· Understands the “big picture” and can juggle many priorities.
· Willingness to get into the detail and capable of evaluating operations first\-hand.
· Understands and can navigate dynamics, politics, and the various personal, professional, and economic considerations within medical groups.
· Strong sense of urgency and drive to produce results.
· Credible with physicians, able to gain trust with physicians quickly.
· Complete competence in Microsoft Office products and Quickbooks.
Pay: $80,000\.00 \- $120,000\.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person