Practice Manager II, Orthopedic Office

University of Louisville Physicians; United States; On-site; USD 70,000 - 110,000; Full time

Job summary

University of Louisville Physicians is seeking a Practice Manager to oversee daily operations of the physician practice, ensuring efficient delivery of services and appropriate staffing. You will supervise administrative and clinical staff, manage front desk, medical records, nursing and ancillary services, and implement internal policies.

Responsibilities include budgeting, staff development, scheduling, maintaining compliance with HIPAA and regulatory standards, coordinating with central

Qualifications

• Associate or bachelor’s degree in a related field with healthcare administration emphasis preferred.
• Experience managing a physician practice or clinical operations preferred.
• Ability to communicate effectively in writing and speech.

Responsibilities

• Oversee daily operations of the physician practice, ensuring efficient delivery of services.
• Supervise front desk, medical records, nursing and ancillary staff; ensure appropriate staffing.
• Prepare, monitor and manage clinic budget; lead staff development and scheduling.
• Coordinate with Central Billing Office and ensure HIPAA compliance and regulatory adherence.
• Monitor patient and employee satisfaction and drive continuous improvement.

Skills

Communication

Education

Bachelor’s degree in Business Administration or related field with emphasis in Healthcare Administration

Associate degree in Business Administration or related field with emphasis in Healthcare Administration

Tools

Allscripts/EPIC

Centricity Business

Microsoft Office Suite

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.

Scope of Job

• 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

Associate degree in Business Administration or related field with an emphasis in Healthcare Administration preferred. Clinical certificate/license (CCMA, LPN, RN….) Preferred Education: Bachelor’s degree in Business Administration or related field with an emphasis in Healthcare Administration preferred. * Appropriate experience may be substituted for educational requirements.

Experience Required

Experience for Position: One year of work and supervisory experience in practice management. Preferred Experience for Position: 3 – 5 years practice management or practice administrator experience.

Job Competency

Knowledge, Skills, and Abilities critical to this role

Language Ability

Must be able to communicate effectively in both verbal and written formats.

Reasoning Ability

• 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 effectively present information and respond to common inquiries or complaints from groups of managers, clients, customers, and the general public.
• Knowledge of organizational policies, procedures, systems, and objectives.
• Knowledge of fiscal management techniques.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Knowledge of governmental regulations and compliance requirements.
• Ability to plan, organize and supervise.
• Ability to exercise initiative, sound judgment and problem-solving techniques in that decision-making process.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Ability to develop and maintain effective relationships with medical and administrative staff, patients, and the public.
• Ability to communicate clearly.
• Knowledge of health care administration systems.

Computer Skills

• Allscripts/EPIC, centricity business
• Microsoft applications
• Ability to use various computer systems and applications. Must be proficient with the Microsoft Office Suite, Internet navigation, database management, desktop publishing, spreadsheet, and graphic presentation packages.

Additional Responsibilities

• Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times
• Maintains confidentiality and protects sensitive data at all times
• Adheres to organizational and department specific safety standards and guidelines
• Works collaboratively and supports efforts of team members
• Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community

Additional Job Description

UofL Health is a fully integrated regional academic health system with nine hospitals, four medical centers, Brown Cancer Center, Eye Institute, nearly 200 physician practice locations and more than 1,000 providers in Louisville and the surrounding counties, including southern Indiana.