Job Description – Carmel Pediatrics, LLC
Position:Director of Operations
Employee Type: Salaried
Days: Full-time (Monday-Friday)
Reports to: Physicians
Summary
The Director of Operations functions as a member of a busy physician practice team in a pediatrics primary care office. This is a multi-faceted role, and the ideal candidate will be an enthusiastic, ability to problem solve, self-starter with superior communication and organization skills, excellent team skills, and is accountable.
Basic Day-to Day Duties
Financial
o Handle all accounts payable in a timely manner
o Review of invoices for accuracy
o Prepare a review and analysis of monthly statements
o Work with accounting firm to ensure all financials are accurate and reconciled
o Submit monthly payments to physicians
o Monitor Chase Bank and Capital One accounts are accurate and have no unusual activity
o Handle all bank deposits
o Monitor and audit expenses periodically to ensure practice is remaining lean
Human Resources
o Oversee all recruiting, hiring, and termination of employees
o Maintain accurate documentation and files on all employees
o Supervision of all three office departments: front desk, nursing, and business teams
o Perform annual reviews on all employees, including nurses (with direction from physicians)
o Payroll: review all employee hours and submit to accounting firm twice a month for processing
o Oversee all Personal Time Off (PTO) to ensure accuracy for each employee and compliant with company employee manual
o Perform onboarding for all new employees, ensuring compliance and accuracy of information
o Organize proper training and orientation of all new employees, including compliance with all government and regulatory agencies
· Act as liaison between employees and physicians
· Organize quarterly meetings with staff, including annual HIPAA/OSHA meeting
· Provide weekly communication (via email) newsletters to update staff on any changes
· Act as HIPAA Security Officer, ensuring office compliance
· Oversee 401k program, ensuring all employees are up to date with necessary changes
· Distribute all 401k legal documents to participants as assigned by Vanguard and company’s financial advisor
· Order and inventory all practice supplies
· Maintain all office equipment to ensure functionality
· Liaison with landlord to ensure office is running smoothly
· Oversee all re-credentialing of current physicians (if new physician is added, oversee all credentialing efforts with contracted insurance companies)
· Renegotiate fee schedules with insurance companies to ensure reimbursement rates are on par with inflation rates
· Submit insurance claims daily
· Research and fix any denied claims from insurance runs
· With collaboration of the business team, oversee all claim control
· Answer billing questions from patients
· Handle all collection efforts for past due balances with patients, and make decisions on submission of accounts to outside collections agency
· Ensure compliance with credit card processing, usually quarterly
· Oversee all physician CAQH accounts, attesting quarterly
· Must be able to sit for long periods of time each day
· Must be able to lift heavy objects over 20 pounds
· All other tasks as assigned by the physicians
Practical Knowledge
· Director of Operations must have a strong knowledge of pediatric medical community
· The candidate must be willing to learn and update current knowledge base as needed
· Must be able to handle a fast-paced and busy environment
Education
· Bachelor’s in business-related field is required
· Master’s in business-related field is preferred
Experience
· At least 5 years of medical office management required
· At least 3-5 years of pediatric office experience preferred
Job Type: Full-time
Benefits:
- 401(k)
- Paid time off
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person