Clinic Manager

Pain Specialists of America; San Marcos (TX); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Pain Specialists of America in San Marcos, TX is seeking a Practice Manager to oversee daily operations, coordinate staff schedules, and promote excellent patient service across the location.

The role emphasizes regulatory compliance, HIPAA privacy standards, accurate medical records handling, staff training, and proactive problem solving to support efficient, patient-centered care. Strong communication and organizational skills are essential for a positive work environment.

Qualifications

• Excellent organizational and interpersonal communication skills.
• Working knowledge of federal and state regulations that impact clinic operations, including HIPAA.
• Ability to accurately and efficiently use HIT systems, including running reports.

Responsibilities

• Supervises staff and oversees daily office operations.
• Establishes and maintains schedules and allocation of staff resources to assure effective patient care.
• Trains and rotates office staff to ensure cross-coverage in all areas.
• Performs regular staff reviews and attends manager meetings.
• Oversees deposits, till reconciliation, inventory, and ordering of office supplies.
• Maintains patient confidentiality and accurate entry of information into the EHR.
• Ensures a safe environment and readiness for emergencies and weather-related events.
• Coordinates and communicates with corporate office for updates and training.

Skills

Problem-solving

HIPAA knowledge

Communication

Multitasking

Regulatory compliance

Education

Bachelor’s degree in Healthcare Administration, Public Health, Business, or similar

Job description

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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