Practice Manager - Internal Medicine Clinic
Company: Hillsboro Medical Center
Location: Hillsboro
Posted on: August 6, 2022
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Job Description:
The Practice Manager is a key practice leadership position
developing outpatient clinical programs and ensuring quality care
and continuity for patients and families. Has responsibility for
guiding/overseeing day-to-day business and clinical operations,
which includes all human resources functions, compliance and staff
development of clinical and business staff and others. Strives to
achieve organizational priorities of highest quality of care,
growth in patient population, excellence in access and patient
experience and appropriate medical management. Works under the
guidance of the Senior Practice Manager or higher; partners with
Medical Director, and other outpatient practice managers and staff.
This position requires the ability to work as a collaborative
member of the management team, including building a professional
partnership within partner group leadership teams. KEY
RESPONSIBILITIES Performed majority of the time: - Manages the day
to day operations of their assigned multi-disciplinary and complex
practice(s). This includes developing business and clinical flows
that facilitate patient satisfaction and maximize efficiency. -
Responsible for overall business function including cash
collections, daily reconciliation and deposits; insurance
authorizations; provider referrals. Monitors critical associated
metrics and ensures high performance. Ensures that all services
rendered are authorized for payment and that practices comply with
Revenue Cycle policies and with audit guidelines. - Responsible for
maintaining internal quality management activities. - Keeps abreast
of all licensure, regulatory and safety requirements. Ensures
department and staff compliance with CMS regulations, HIPAA, OSHA,
CLIA, TJC/DNV, TMG, and other regulations. Ensures employee
licenses and certifications are current. - Responsible for all
reporting of risk related issues/problems within his/her practice.
- Actively provides and develops skills-training and scripting for
dealing with difficult clients; ensures optimal service recovery;
facilitates team building; and promotes proactive, innovative
problem solving skills. - Ensures staff compliance with clinical
competency, licensure, and scope of practice. Cultivates staff
development by utilizing internal and external resources. Ensures
that staff attends mandatory competency and training sessions. Sets
standards of practice in collaboration with nursing staff and
leadership. Completes PDS's and ePA's within expected timeframes.
Recognizes staff and holds staff accountable for adhering to
policies, processes and standards in a consistent manner. -
Proactively assesses clinical, clerical, and business staffing
needs and ensures a smooth process for optimal cross-coverage and
cross-training. - Monitors critical time to service indicators
including; telephone wait and hold times; time to service
appointment availability; and check-in and wait times. Communicates
performance indicators and makes staffing and system adjustments as
needed. - Develops supply-demand models and oversees schedule and
template changes to meet access needs of patients. - Collaborates
with inpatient clinical leadership in developing care protocols
that facilitate patient safety and optimize clinical outcomes. -
Utilizes patient satisfaction results, comments, and reports to
monitor patient and family feedback. In a timely manner, develops
corrective action plans to resolve problems and monitors results.
Monitors other measures of patient access including phone
statistics, access, patient waits, appointments, etc. - Evaluates,
analyzes, and recommends systems improvements across all business
and clinical functions and processes. Maintains clinic equipment
and supplies to prevent downtime. - Assists in establishing service
improvements and service enhancements. Assists in quality
improvement initiatives in collaboration with the Medical Director,
Medical Group and other management team members. - Establishes work
schedules and monitors work performance. Oversees staffing
assignments, vacation and leave approvals, and time and attendance
system. Ensures that schedules and assignments are made and
adjusted based on sick calls, special patient needs, special
assignments and training. Supervises workloads, and monitors
employee productivity. Reviews, monitors and submits timely
corrections to Payroll records. Acts as clinic timekeeper and
approves timecards for payment. - Assures collaborative team
building and teamwork between clerical, clinical, billing and
medical staff. - Acts as the first line of mediation for conflicts
between clinical staff and/or patients and staff. - Provides daily
'rounding/huddle" and will be accessible, available, and responsive
to staff, providers and patients. - Review appropriate clinic
matters with the Medical Directors.Performed occasionally but
critical to successful performance of the job: - Recruits, hires
and evaluates clinical staff supporting outpatient clinical
operations. Composes and revises job descriptions as needed. Makes
hiring, firing and disciplinary decisions (per Human Resource
standards). Completes annual evaluations for staff and proactively
follows-up on future plans for action. - Assists in the development
of departmental policies and procedures as necessary to facilitate
accountability, ensure compliance and maintain consistency. -
Encourages staff participation in personal and professional growth
opportunities. - Assures new employees are welcome to the Practice
and oversees orientation/training of new staff. Facilitates
orientation of providers within Department and Ambulatory Services.
Develops and ensures implementation of orientation plans for new
staff. - Prepares annual operating and capital budgets, including
forecasting volume and associated revenue. Ensures compliance with
Department budgets throughout the year; provides explanations for
all variances as required. - Participates in regional professional
organization on a regular basis.Decision making and budget
responsibilities: - Decisions influencing the operations of the
clinic under the scope. - Budget planning for the clinic under the
scope.Assigned direct reports: - Medical Assistant, Receptionist,
Clinic Supervisor, Admitting Rep, Health Plan Coordinator, Panel
Coordinator.Education:Required - A copy of your highest academic
diploma or transcript required upon hire.Preferred - Bachelor's or
Master's degree from accredited institution in Business or
Healthcare Management. Experience:Required - Minimum of three (3)
years of progressive operations management experience in Healthcare
setting. - Experience in medical clinic supervision or management
and previous experience in a primary or ambulatory healthcare
setting.Preferred - Minimum of five (5) years of operations
management experience in Healthcare setting. - Minimum two (2)
years managing personnel.Licenses, Certifications and/or
Registrations:Required - N/APreferred - RN or LPN a plus.Job
Related Skills, Abilities and Behaviors:Required - Demonstrates
solid knowledge of EMR and/or other Information Systems
functionality including access to and maintenance of the system
controls. - Demonstrates strong leadership and facilitation skills
with ability to multitask and set priorities. - Must instill and
reinforce a strong customer service and business oriented work
ethics within their assigned clinics. - Has professional appearance
and makes a positive first and ongoing impression. - Demonstrates
knowledge of managed care insurance plan requirements, Medical Home
programs, medical terminology, and ICD-10 coding methodology. -
Demonstrates excellent written and oral communication skills. -
Demonstrates effective organization skills. - Ability to work both
independently as well as in a team environment and able to make
sound independent decisions and works without direct supervision. -
Demonstrates personal computer skills including advanced knowledge
of Word, Excel and Outlook. - Demonstrates the appropriate judgment
required for high quality performance. - Uses effective
communication skills considering body language, filters, listening,
paraphrasing and questions to understand others. - Respects
individual differences; seeks to understand concerns and respond to
needs. - Demonstrates the ability to effectively work in team
situations. - Demonstrates fiscal responsibility through
appropriate use of work time and resources, understanding the
impact on the organization. - Works to improve communication among
staff and other departments. - Uses financial resources to
effectively manage staffing. - Promotes healthy communication and
conflict management among staff and between departments. - Adopts
and learns to use new technologies effectively. - Works
collaboratively to avert high risk, problem prone issues. -
Demonstrates collaborative problem solving skills and conflict
resolution. - Functions as a cooperative, flexible team member and
a positive role model utilizing good communication techniques. -
Uses effective working relationships with all health care and
insurance plan representatives. - Consistently utilizes problem
solving techniques to resolve complaints or concerns.Preferred -
Bilingual skills a plus.Hillsboro Medical Center believes in
providing equal employment opportunities for all qualified
individuals. Recruitment, hiring, promotions, transfers, working
conditions, training, and compensation will be based on
qualifications without regard to race, color, sex, sexual
orientation, gender identity, religion, age, creed, national
origin, marital status, family relationship, veteran status,
genetic information, physical or mental disability, or any other
status or characteristic protected by applicable law. We further
commit ourselves to continuing the practical application of this
policy in our daily business conduct.
Keywords: Hillsboro Medical Center, Hillsboro , Practice Manager - Internal Medicine Clinic, Executive , Hillsboro, Oregon
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