Clinic Manager

Pain Specialists of America; San Marcos (TX); On-site; USD 70,000 - 100,000; Full time

Job summary

Pain Specialists of America in Texas is seeking a Practice Manager to oversee daily operations at the San Marcos location. The role emphasizes organized leadership, strong communication, and patient-centered service delivery while ensuring regulatory compliance and privacy standards.

Responsibilities include supervising staff, scheduling, training, timekeeping, deposits, inventory, EHR accuracy, and coordination with the corporate office. Healthcare management experience is preferred.

Qualifications

• Bachelor’s degree in Healthcare Administration, Public Health, Business, or similar is preferred.
• Prior experience in healthcare is desired.
• Prior experience in a healthcare management role is desired.
• Effective problem-solving skills and working knowledge of federal and state regulations affecting clinic operations, including HIPAA, are required.
• Ability to efficiently use Health Information Technology (HIT) systems and run reports.

Responsibilities

• Supervises staff and oversees daily office operations
• Establishes and maintains schedules and staff resource allocation
• Trains and rotates staff for cross-coverage across all areas
• Conducts 90-day and annual staff reviews
• Leads regular staff meetings and manages timekeeping controls
• Oversees deposits, till reconciliation, inventory, and ordering of supplies
• Ensures patient confidentiality and accurate EHR data entry
• Maintains Environment of Care and safety measures
• Coordinates weather-related disaster preparation and communication with corporate
• Manages medical records requests and deadlines
• Attends manager meetings and supports company programs

Skills

Organizational skills

Interpersonal communication

Problem-solving ability

Regulatory knowledge (HIPAA)

Ability to use HIT systems

Education

Bachelor’s degree in Healthcare Administration or related field

Job description

Job Summary

The Practice Manager must be well organized and excellent at communication. They will be responsible for the daily management and oversight of all employees at the location, ensuring high levels of operational efficiency. Goals include the development and fostering of a culture focused on exceptional customer service. Emphasis will also be placed on compliance with regulatory and privacy standards.

Detailed Responsibilities

• Supervises staff and oversees daily office operations
• Establishes and maintains schedules, allocation of staff resources, and assures effective patient care
• Trains and rotates office staff through various office duties to ensure cross-coverage in all areas
• Assesses staff performance. Completes a 90-day review on all new hires and an annual review on established employees
• Conducts office staff meetings regularly.
• Monitors time clocks daily, limiting overtime and time-off requests
• Verifies all timesheets with HR department by Friday end of day.
• Oversees daily deposits and till reconciliation
• Oversees inventory and ordering of office supplies
• Ensures all staff:
• Answer telephone in a timely and professional manner, preferably within three (3) rings
• Routinely demonstrate superior customer service skills
• Communicate with customers in a courteous, professional, cooperative and mature manner
• Recognize and respond appropriately to violent/abusive situations, bomb threats, fire and emergency situations
• Accurately take messages and conveys information to recipient
• Protect patient confidentiality per policies and procedures
• Scans and enter information into Electronic Health Record accurately and timely
• Demonstrate the ability to collect medical office charges, accurately manage till, and prepares daily deposits.
• Performs Environment of Care functions:
• Oversees and maintains a safe environment for employees, patients and visitors
• Assures that all emergency equipment, such as fire extinguishers and emergency lights are properly maintained
• Completes work/repair orders in a timely manner
• Coordinates and prepares office and staff for potential weather-related disasters
• Communicates with corporate office for current updates and maintains an open line of communication with staff
• Oversees schedule and coordinates appointment cancellations as needed.
• Management of Medical Records Requests:
• Follows company protocol for release of medical records
• Works with Administrator to develop, implement, and monitor effective programs
• Assures staff meets deadlines on projects assigned (i.e., annual training, health requirements).
• Attends Manager meetings
• Performs other duties as needed or assigned

Requirements

Education and Experience/Technical Skills

• Bachelor’s degree in Healthcare Administration, Public Health, Business, or similar is preferred
• Prior experience in healthcare is desired
• Prior experience in a manager role in healthcare is desired
• Effective problem-solving skills and a desire to address little problems before they become big problems. Working knowledge of federal and state regulations that impact clinic operations, including HIPAA. Ability to accurately and efficiently use Health Information Technology (HIT) Systems, including running reports.

Other Position Requirements

• Excellent organizational and interpersonal communication skills
• Demonstrated ability to manage multiple priorities
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports, business correspondence and procedure manuals
• Ability to work effectively by presenting information and responding to questions from groups of managers, clients, customers and physicians
• Hearing: Adequate to perform job duties in person and over the telephone
• Speaking: Must be able to communicate clearly in person and over the telephone
• Vision: Visual acuity adequate to perform job duties, including reading information from printed sources and computer screens
• Other: Requires frequent bending, reaching, and repetitive hand movements, standing, walking, squatting and sitting, with some heavy lifting, pushing and pulling exerted regularly throughout a regular work shift
• Possible exposure to communicable diseases, toxic substances, ionizing radiation, medicinal preparations and other conditions common to a clinic and/or OR environment