Practice Manager II, Orthopedic Office

uoflhealth; Louisville (KY); On-site; USD 65,000 - 90,000; Full time

Job summary

UofL Health is seeking a Practice Manager to oversee daily operations of a physician practice, coordinating administrative and clinical staff to maximize resource use and service delivery. The role ensures proper staffing, policy implementation, and adherence to regulatory standards in a multi-site setting.

Responsibilities include budget planning, staff supervision, scheduling optimization, and liaison with the Central Billing Office, with a focus on patient and employee satisfaction and

Qualifications

• Experience supervising clinic staff and operations.
• Ability to prepare and monitor budgets and goals.
• Experience hiring, training and developing staff.
• Knowledge of payroll systems and time management.
• Familiarity with HIPAA privacy and security requirements.

Responsibilities

• Meet business, financial, patient and employee satisfaction goals.
• Provide supervision to staff during clinic operations.
• Prepare, recommend and monitor clinic budget and objectives.
• Lead a team including hiring, training and development.
• Manage provider and schedule utilization and attendance.
• Monitor front desk workflow, referrals and registrations.
• Ensure compliance with regulatory and accreditation requirements.
• Serve as liaison with Central Billing Office and practice administration.
• Assist in long-range planning and policy development.
• Maintain effective internal communications and confidentiality.

Skills

Staff supervision

Budget management

Hiring & training

Provider/schedule utilization

Payroll monitoring

HIPAA compliance

Education

Associate degree in Business

Job description

Primary Location:

Ambulatory Care Building - UMC
Address: 550 South Jackson St. Louisville, KY 40202

Shift:

Salary Shift (United States of America)

Job Description Summary:

The Practice Manager is responsible for managing the daily operations of the physician practice; overall responsible for the routine business and clinical functions through administrative and clinical staff including front desk, medical records, nursing and ancillary services to ensure maximum utilization of resources and the efficient delivery of services; ensure office is appropriately staffed to meet the needs of the patients and physicians; develops and oversees implementation and administration of internal practice and policies and procedures. This may also be specialty or multi-specialty environment.

Essential Functions:

• Meets the business and financial goals as well as the goals for patient satisfaction and employee satisfaction.
• Provides supervision to staff while the clinic is in operation.
• Prepare, recommend, and monitor clinic budget, goals, and objectives taking into consideration input from clinic staff.
• Effectively lead and develop a team of employees including hiring, training and development, salary recommendations, etc.
• Manages provider and schedule utilization. Monitors non-booked regular, overbooked, and unavailable time. Monitors average wait time before rooming as well as daily attendance of appointments.
• Monitors front desk quality workflow by checking workflow without warning rate, encounter verification rate, MSPQ completion rate and front-end collections.
• Monitors front desk productivity by checking contacts resolved on Patient WQ, Referrals authorized, and referrals released from WQ.
• Manages referrals by monitoring authorized by DOS, loop closed, loop outgoing, days to triage, days to schedule, and days until first appointment.
• Manages the welcome check in rate from office kiosk.
• Monitors average sign in/check in and registration time.
• Participate in the planning and development of policies and procedures, as well as clinic-specific procedures and programs.
• Monitor payroll system to control time management.
• Ensure and maintain environment to comply with regulatory, licensure, compliance, and accreditation requirements.
• Act as the liaison between the practice and Central Billing Office.
• Assist Director with implementation and development of long-range plans.
• Establishes work procedures and standards to improve efficiency and effectiveness of the practice.
• Develops guidelines for prioritizing work activities and modifying activities as necessary to ensure appropriate staffing levels are maintained.
• Shows concern for our patients, physicians, and team members by listening, empathizing and responding promptly.
• Responsible for employee performance management by completing performance appraisals and setting individual goals as outlined in policies and procedures.
• Monitors and documents performance of team members.
• Rewards and disciplines team members as needed; resolves team member issues.
• Counsels, disciplines and/or recommends termination of employees as required.
• Assists in the management of FTE's and operational expenses to ensure sound fiscal operations of the practice.

Other Functions:

• Monitors purchases for practice; plans a corrective strategy when order levels are excessive in volume or cost and communicates strategy with administration
• Analyzes financial and practice activity reports.
• Manage Call Center environment (if applicable) and establish departmental metrics.
• Maintain Provider schedule for clinical practice.
• Develops and oversees implementation and administration of internal practice policies and procedures in conjunction with U of L Physician standard policies and procedures. Interprets applicable laws, rules and regulations and ensures the practice is in compliance.
• Develops and maintains effective communications between all levels of personnel.
• Maintain patient confidentiality and complies with HIPPA policies and procedures.
• Conducts staff meetings regularly.
• Maintains compliance with all company policies, procedures and standards of conduct.
• Complies with HIPAA privacy and security requirements to always maintain confidentiality

Job Requirements (Scope, Experience, Licensure, Certification)

Scope of Job:

• Three of the four below need to be met.
• Span of control: Number of employees directly or indirectly (not including dotted line) supervised by the Practice Manager. Nineteen plus employees. (19 +)
• Number of clinical sites: Number of Clinical Sites housed in a different location, including outreach if within PM's span of control. Four plus locations/sites. (4 +)
• Number of providers: Total number of Faculty, APPs, Fellows, and other templated providers working in the clinic. Nine plus providers. (9 +)
• Net Revenue: Over four million. (4 + million)

Education:

Required Education: Associate degree in Business