Practice Manager I Physician Office - Richmond Community Hospital

Practice Manager I Physician Office - Richmond Community Hospital - Richmond, VA

This position manages the daily processes within the physician practice responsible for overall functioning of the practice including management of staff, workflow development, financial performance, patient, provider and staff satisfaction and billing compliance. Assist with the development of operational plans & budgets and implements performance improvement strategies within the departments. Responsible for the effective management of the non-clinical support service functions including medical records, patient documentation data entry, department payroll and office management. Maintains effective working relationships among support staff and oversees the timely and accurate dissemination of both internal and external patient care information.

Works closely with the Administrative Director(s) to develop and implement operational & clinical workflows.

Collaborates with peers in local and regional Bon Secours ministries.

Responsibilities include:

• Responsible for day-to-day operations, keeping the Practice Administrator informed of significant variance from expected staff performance. Monitors deadlines, compliance and facilitates resolution of issues between administrative and clinical staff.
• Manages office functions to include adequate telephone coverage, payroll processing, supplies and forms, mail processing, functioning of office machines, and efficient typing support.
• Ensures accuracy of payroll submissions. Ensures overtime and/or temporary personnel are within budget. Assists staff with payroll issues.
• Directs and evaluates workflow processes to provide maximum efficiency of daily operational activities. Provides ongoing training and monitoring of work performance to ensure productivity effectiveness.
• Implements and directs policies and controls to ensure appropriate compilation of patient demographic and financial data.
• Maintains understanding and working knowledge of all automation systems located in the departments.
• Works with the information systems to evaluate agencys ongoing automation needs and recommends upgrades/enhancements to streamline operations and ensure agencys ability to comply with regulatory body reporting requirements.
• Serves as a liaison with Information Systems, Accounts Payable, Engineering, Maintenance, Housekeeping and other departments as needed.
• Participates in annual planning processes and budget preparations.
• Works with the Director to proactively assess internal operations, anticipate problem areas and develop long and short-term plans of action.
• Responsible for ensuring optimal staff and patient satisfaction by working closely with the leadership ship and participating in Gallup surveys.
• Conducts daily huddles and monthly meetings.
• Coordinates planning and facilitating compliance with Joint Commission, state, and federal standards, as applicable.
• Monitors financial performance on a daily, weekly, and monthly basis. Identifies opportunities for improvement and develops and implements plans to meet budget. Ensures compliance with focus on volume, customer service initiatives, productivity, non-provider labor, building occupancy expenses, and clinical supply costs.
• Implements and monitors policies and procedures on ordering, receiving, inspecting, pricing, stocking, and recording issuance of office supplies in a cost-effective manner.
• Purchases supplies and ensures proper value for funds expended. Evaluates invoices for accuracy, codes and submits invoices to A/P on a timely basis.
• Manages revenue cycle to established benchmarks including hold buckets.
• Ensures scheduling of staff to promote provider productivity as well as quality care and fiscal viability.
• Completes performance evaluation process for subordinate staff with information for human resource department in a timely manner.
• Ensures subordinate staff maintains licenses and certifications as required along with yearly competency evaluation. Provides on-going feedback to staff of performance throughout the year.
• Manage and track PTO usage for staff.
• Counsel employees in disciplinary matters and obtain assistance from human resources as needed for disciplinary actions and/or employee termination processes.
• Notifies Practice Administrator of any HR issues within the departments.
• Recruit, interview, and hire personnel as necessary and according to guidelines.

Required qualifications:

• Associate degree in management or related field
• Knowledge of medical background in office procedures including use of electronic medical record, patient flow, billing and referrals and authorizations.
• Computer proficiency including word-processing and spreadsheet applications and knowledge of electronic medical record software applications.
• Excellent written and oral communications skills necessary.
• Must have superb interpersonal skills and be able to handle difficult conversations effectively.
• Demonstrated knowledge of the use of a variety of office equipment including but not limited to a personal computer, printer, typewriter, copier, fax machine, telephone, and calculator.
• Demonstrated ability to prioritize tasks and handle pressure and delicate situations. Evidence of leadership, initiative, and the ability to function with minimal supervision is required.
• Demonstrates flexibility to accommodate changes in workload assignments and react calmly and effectively in stressful situations.
• Ability to work independently and set priorities under minimal supervision.
• Ability to work within the defined values, mission, and vision of the organization.

Preferred qualifications:

• Bachelor's degree
• One to three years of leadership experience, preferably in a setting; or commensurate education and experience.

Other functions:

• Recognizes and performs other duties as needed to maintain efficient office operations.
• Participates actively in quality improvement efforts.
• Willingly demonstrates excellence in service behavior to increase patient satisfaction.
• Will participate in the Gallup Impact Plan for department to improve work environment.
• Serves on committees and assists other managers as requested by Administrative Director or.
• Maintains communication with Practice Administrator on weekly basis to review financial performance targets as well as other projects defined by director.
• Works closely with the Clinical Support Services team.
• Other duties as assigned

Working conditions:

• The individual performing this job may anticipate possible contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies regarding infection control.
• Travel outside the office may be required.
• Possible overnight travel on occasion to attend seminars and training.
• Periods of high stress and fluctuating workloads may occur
• May be exposed to high noise levels and bright lights
• May have periods of constant interruptions

Bon Secours Mercy Health is an equal opportunity employer.