Practice Manager - Westmont Primary Care

Virtua; Westmont (NJ); On-site; USD 67,000 - 104,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

403(b) / 401(k)

Job summary

Virtua Health in South Jersey seeks a Practice Operations Manager to lead administrative and clinical services for assigned practice(s) under a dyad leadership model. You will ensure 24‑hour accountability and high-quality patient care while fostering a positive work environment.

You will manage budgets, staffing, and compliance, coordinate with physicians and HR, and drive improvements in access, efficiency, and patient experience across the practice network.

Qualifications

• 3-5 years supervisory experience in a medical practice or ambulatory setting.
• Solid knowledge of billing and health insurance guidelines and practices.
• Experience using electronic medical records and billing systems.

Responsibilities

• Oversee administrative and clinical services for assigned practice(s).
• Manage revenue cycle including charges, edits, and reconciliations to optimize collections.
• Develop and monitor budgets; report variances and take corrective actions.
• Lead HR activities: recruitment, staffing, onboarding, and staff development.
• Ensure compliance with regulations and drive quality and patient satisfaction.

Skills

Supervisory experience

Billing knowledge

EMR systems

Communication skills

Education

Bachelor's degree

Tools

Electronic Medical Records (EMR)

Billing systems

Job description

At Virtua Health, we exist for one reason - to better serve you. That means being here for you in all the moments that matter, striving each day to connect you to the care you need. Whether that’s wellness and prevention, experienced specialists, life‑changing care, or something in‑between - we are your partner in health devoted to building a healthier community.If you live or work in South Jersey, exceptional care is all around. Our medical and surgical experts are among the best in the country. We assembled more than 14,000 colleagues, including over 2,850 skilled and compassionate doctors, physician assistants, and nurse practitioners equipped with the latest technologies, treatments, and techniques to provide exceptional care close to home. A Magnet‑recognized health system ranked by U.S. News and World Report, we’ve received multiple awards for quality, safety, and outstanding work environment.In addition to five hospitals, seven emergency departments, seven urgent care centers, and more than 280 otherlocations, we’re committed to the well‑being of the community. That means bringing life‑changing resources and health services directly into our communities through ourEat Well food access program, telehealth, home health, rehabilitation, mobile screenings, paramedic programs, and convenient online scheduling. We’re also affiliated with Penn Medicine for cancer and neurosciences, and the Children’s Hospital of Philadelphia for pediatrics.

Location:

Haddonfield Internal Medicine - 216 Haddon Ave, Ste 100

Remote Type:

On‑Site

Employment Type:

Employee

Employment Classification:

Regular

Time Type:

Full time

Work Shift:

1st Shift (United States of America)

Total Weekly Hours:

40

Job Summary

In collaboration with assigned practice(s) Lead Physicians, directs and coordinates administrative and clinical services for assigned practice(s) as part of the dyad leadership model. Provides 24 hour accountability and day‑to‑day oversight and supervision to ensure optimal operations, safety, highly functional business systems and quality patient care; ensures optimal patient access and customer satisfaction. Assists in setting the tone and atmosphere of the practice and creating a positive work environment. Contributes to vision and strategic planning for growth of the practice. Promotes Virtua mission, vision, practice goals and philosophy and cascades all Virtua, VMG and office communications to direct reports as appropriate. Is compliant with Federal, state and local regulatory guidelines.

Job Responsibilities

Financial / Revenue Cycle Management

• Oversees the daily/monthly expenditures, staffing and overtime hours. Ensures that assigned practice(s)’ staff follows all front‑end policies and procedures including but not limited to completion of missing charges, claim edits, daily cash reconciliation, tracking referrals, and other receivable/collection tasks. Assist physician compliance with chart completion, charge entry, PAQ’s/ inboxes.
• Identifies opportunities to increase patient volume and services while controlling expenses; creates implementation plan for improvement and executes improvement plan within budget.
• Responsible for development and maintenance of assigned practice(s)’ budgets in collaboration with assigned practices’ Lead Physicians. Responsible for providing explanations to leadership regarding budget‑to‑actual variances, and taking timely and appropriate actions to mitigate negative variances.
• Prepare critical daily, weekly, and monthly reports and provide data as needed. Assist with achievement of goals and objectives for metrics and reimbursement. Monitor and maintain records of provider CME and PTO.
• Attend meetings/ education sessions to continually evaluate and improve compliance .

Workflows and Policies

• Contributes to the development and implementation of policies and procedures that govern the operations of the practices/clinics and follows established policies and procedures, ensuring assigned practice(s) adhere to standards as set forth by health system. Assist with review/change of policies and procedures to reflect current regulations and best practices.
• Responsible for achieving budget targets as well as goals for access and activities supporting referral management by monitoring Key Performance Indicator (KPI). Working with lead physician, takes appropriate action to foster improvement.
• Monitors clinician schedule flow, utilization and adjustments including daily monitoring of capacity.
• Maintain inventory, supplies necessary for operations
• Assists providers with maintaining current licensure and credentials.
• Reviews and develops a plan of correction for deficiencies noted during inspections, provides a written copy of such plan to leadership and implements action plan.
• Makes written and oral reports and recommendations to leadership concerning the operations of the practice(s); presentations of best practices to management team
• Give input and collaborate for development of system changes and upgrades.
• Attend meetings, participate on committees.

Human Resource Management

• Works collaboratively with Human Resources and Lead Physician(s) to effectively recruit, interview, select, and hire personnel for the practice, and provide justification for approval of positions
• Ensures that an adequate number of appropriately trained professionals and personnel are on duty at all times to meet the needs of the patients and ensures licensures and certifications are kept current.
• Accountable for supervision and retention of office staff, including training, coaching and development, as well as ensuring that all staff members are performing according to policy and STAR standards.
• Payroll management including oversight of leaves, temp staffing requests
• Conducts best people reviews ("BPR"s) and establishes goals for staff positions under purview

Quality

• Responsible for oversight of Point of Care testing and compliance with State regulations. 24 hour accountability for maintenance of vaccines, controls, and refrigerator/ freezer temperature.
• Participation in designated CPC + program, Value based synopsis, VPP reporting, and other programs as developed
• Achieve goals and objectives set for practice
• Responsible for oversight of sample logs and recall procedures

Customer Experience

• Reviews Patient Satisfaction results and takes appropriate action to improve results, including preparing/contributing information necessary for dashboards
• Acts as a liaison between VMG office personnel, Virtua and all external parties to ensure an outstanding customer experience.
• Consults with Lead Physicians, Director of Practice Management, Medical Directors and staff concerning practice operations, problem solving and service improvement.
• Maintains good relations with the public that serves the best interest of the practice and the community alike through patient family advisory councils
• Maintains an excellent working relationship with the medical profession, providers, and other health related facilities and organizations.
• Builds and develops relationships both within and external to the practice as well as developing outstanding communication skills.

Position Qualifications Required

Required Experience

• 3-5 years supervisory experience in a medical practice or ambulatory medical setting. Knowledge of insurance (ICD-9 CPT coding, Medicare regulations, state regulations, CLIA, DOH, and OSHA regulations) preferred.
• Solid knowledge of and experience in billing and health insurance guidelines and practices, including commercial, Medicare and managed care payers.
• Solid knowledge of and ability to use, electronic medical records, scheduling, charging, and billing systems.

Required Education

• Bachelor’s degree required. Related experience in lieu of a degree may be considered on a case by case basis.

Annual Salary: $66,950 - $104,059The actual salary/rate will vary based on applicant’s experience as well as internal equity and alignment with market data.

Virtua offers a comprehensive package of benefits for full-time and part‑time colleagues, including, but not limited to: medical/prescription, dental and vision insurance; health and dependent care flexible spending accounts; 403(b) (401(k) subject to collective bargaining agreement); paid time off, paid sick leave as provided under state and local paid sick leave laws, short‑term disability and optional long‑term disability, colleague and dependent life insurance and supplemental life and AD&D insurance; tuition assistance, and an employee assistance program that includes free counseling sessions.

• medical/prescription, dental and vision insurance
• health and dependent care flexible spending accounts
• 403(b) (401(k) subject to collective bargaining agreement)
• paid time off, paid sick leave as provided under state and local paid sick leave laws, short‑term disability and optional long‑term disability, colleague and dependent life insurance and supplemental life and AD&D insurance
• tuition assistance, and an employee assistance program that includes free counseling sessions

Eligibility for benefits is governed by the applicable plan documents and policies.