Job Title:   Practice Manager

POSITION:     OFFICE MANAGER
 
REPORTS TO:     PHYSICIAN(S)

RESPONSIBILITIES:
 
Personnel

1. Recruits, hires, terminates, and trains personnel as required to assure efficient and effective office work flow, according to office policy.
2. Maintains personnel files for each employee including:
   1. Application
   2. Probationary period
   3. Terms of employment
   4. Eligibility for employee benefits
   5. Current W-2s
   6. Absenteeism/tardiness
   7. Incident report
   8. All Semi-annual performance evaluations
   9. OSHA training/exposure control
   10. J. Authorizes overtime
3. Responsible for scheduling vacations
4. Responsible for scheduling to cover temporary vacating positions.
5. Responsible for rectifying all personnel problems as they relate to office efficiency and effectiveness
6. Responsible for keeping current on wage/salary policies
7. Responsible for keeping current on legal issues:
   1. Confidentiality
   2. Documentation
   3. Consent forms
   4. Accountability for controlled substances
   5. Other as necessary
8. Actively seeks ways to improve level of performance
9. Other as required

Staff Meetings
Responsible for holding staff meetings: one weekly with physician(s) present and staff, one monthly with staff (mini meeting)
 
Supervision

1. Maintains schedule to assure coverage for all physician(s)/shifts(s),  optimizing staff resources
2. Holds regular weekly meetings with physician(s) and clinic supervisor to determine clinic needs
3. Hires staff and facilitates training as needed
4. Responsible for employee evaluations with physician input
5. Schedules regular in-service programs to keep staff current
6. Responsible for staying current with state and federal regulations which govern the clinical environment

Financial Management

1. Generates time sheets according to schedule (for review- q wk.: for pay- q 2 wks.)
2. Keeps physician(s) aware of office activity/ Interface with Clinic Service Corporation
   1. Number of patients seen
   2. Any growth or declined patterns noted
   3. Any other as may be required
3. Responsible for maintaining a current fee schedule(s) according to established schedule with Clinic Service Corporation
   1. Medicare RBRVS
   2. Relative Value Studies
   3. PPOs
   4. HMOs
   5. Other
4. Responsible for minimizing office overhead expenses according to acceptable area/specialty average
   1. Minimize office waste
   2. Proper inventory system
   3. Facilitate comparative "shopping" for office and clinic supplies
   4. Reconcile accountant's QuickBooks inventory with inventory on hand, quarterly
   5. Control personnel waste as required
5. Responsible for overseeing the daily balancing of the petty cash account weekly and for periodic verification
6. Review and log product sales sheets for inaccuracies/completeness
7. Establish and implement financial controls as needed

OSHA

1. Responsible for having an appropriate OSHA plan.

The plan should include:

1. Blood-borne pathogen program
2. Hazardous chemical communication plan
3. Bio hazardous waste tracking plan
4. Exposure control plan

2. Responsible for maintaining manuals and written materials as required by Federal and/or state plan
3. Responsible for maintaining contract for biohazardous waste
4. Responsible for scheduling employee in-service meetings to familiarize staff of mandated information
5. Responsible for assuring physical plan compliance
   1. Signage
   2. Lab
   3. Eyewash station
6. Responsible for assuring proper waste of biohazardous materials
   1. Sharps
   2. Contaminated supplies
   3. Chemicals
   4. Other
   5. Responsible for keeping up-to-date on the provisions of OSHA as appropriate

CLIA  

1. Responsible for maintaining CLIA manual, forms, protocols in accordance with Federal and/or State standards
2. Responsible for monitoring staff compliance with CUA  requirements

Contract Negotiations           

1. Responsible for analyzing all contracts
   1. HMOs
   2. PPOs
   3. Medicare
   4. Industrial
   5. Other
2. Responsible for understanding and implementing all contract components
3. Responsible for holding staff meetings to update staff on appropriate contracts and changes in health insurance environment

Medical Record Activity

1. Responsible for maintaining a current, accurate medical record system
2. Responsible for assuring accurate and timely entries of pertinent medical information on all patients:
   1. Phone messages by patients
   2. Reports from outside facilities
   3. Progress notes
   4. Refills/prescriptions
   5. No Shows/cancellations
   6. Other as required
3. Responsible for supervising all transcription activities, whether, in-house or out-of-house
   1. Assures quality
   2. Assures confidentiality of information
   3. Assures for timeliness
4. Responsible for implementing and maintaining a policy to assure confidentiality of Medical Records to include:
   1. A policy for release of medical information
   2. Record storage
   3. Record destruction
   4. Personnel education on ethics and professionalism regarding record maintenance
5. Any other activities as deemed necessary to maintain the integrity of the system
6. Responsible for developing knowledge of practice management program and training staff as appropriate on application usage and features

Office Maintenance

1. Responsible for the proper maintenance and functioning of the physical office and interface with Denver West Property Management
   1. Janitorial services
   2. Landscaping services
   3. Pest Control services
   4. Repairs/other maintenance
   5. Garbage
   6. Utilities
2. Assures adequate insurance is maintained, working with accountants, insurance agent(s), and the physician( s)
   1. Liability/accident
   2. Contents/structure
   3. Accounts receivable
   4. Medical Records/Important papers
   5. Down time insurance (office closed due to fire, structural damage) the physicians have their own disability
   6. Other as necessary

Time Management

1. Assists the physician( s) with office/personnel matters
   1. Inform physician( s) of:
      • Commitments
      • Meetings
      • Seminars
      • Office/patient appointments
      • Hospital obligations
      • Depositions/court appearances
      • Other as required
2. When necessary acts as a liaison between the physician(s) and:
   1. Accountant
   2. Pharmaceutical Reps
   3. Salesmen
   4. Contractors
   5. Patients
   6. Other physician(s)
   7. Other as required
3. Assists the physician(s) with personal matters as deemed appropriate
4. Assists the physician( s) in any areas to optimize his/her time
5. Performs correspondence as necessary

Practice Enhancement Marketing

1. Responsible for the marketing and public relations of the practice
2. Responsible for assuring good patient relations:
   1. Written communication
   2. Timely responses to patient complaints
   3. Adequate/consistent policies are in place
3. Responsible for developing practice as deemed necessary by the physician( s)
   1. Advertising
   2. Phone books
   3. Health screening w/MDs
   4. Special events
   5. Other
4. Represents the practice through participation in local professional associations and community activities, etc.
5. Responsible for maintaining relationship with patient advocacy board (if one exists)????

Other

1. Open (as appropriate), review, and distribute in­ bound mail
2. Performs any and all other duties which may be required to assure proper administration and management of the practice

 
JOB REQUIREMENTS:

1. BA/BS in management/personnel/or medical related program. (Experience may be considered instead.)
2. Minimum one year experience in a supervisory capacity
3. Must have knowledge of computer and must be able to demonstrate that knowledge
4. Current CPR Certification preferred or desired
5. Participate in continuing education courses annually or as required by physician( s) or dictated by needs of the practice

 
JOB RELATIONSHIPS:

1. Supervises all other personnel
2. Reports directly to physician(s)
3. Employment is subject to a 90-day probationary period 4-6 weeks’ notice requested for resignation