Practice Manager - Dakota Ridge

OnPoint Medical Group is searching for an outstanding Practice Manager to join our team at OnPoint Family Medicine at Dakota Ridge! Come join a great group of medical professionals as our network continues to grow!

OnPoint Medical Group is a physician-led network of skilled Primary and Urgent care providers who are committed to expanding access to quality healthcare in the most effective and affordable manner possible.

Our "Circle of Care" has one primary goal – to ensure the health and wellness of members and their families. We do this by providing access to a comprehensive menu of medical services from one unified physician group in their neighborhoods. With doctors, nurses, specialists, labs and medical records all interlinked and coordinated, patient care has never been in better hands.

SUMMARY

To effectively lead OnPoint Medical Group administrative and practice operations and be accountable for the effectiveness and efficiency of these operations through continuous improvement of processes, outcomes, and personnel. To provide high-quality patient care and a safe environment for patients and all personnel. This will be achieved by serving as the overall Practice Manager, by working with, training, and mentoring personnel, and by working with the administrative team in the development of objectives for the achievement of the company’s business plan, mission, goals, and strategic values.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING

The following statements are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required. We retain the right to modify or change the essential and additional functions of the job at any time.

1. Process Review and Improvement

• Responsibility for assessing all administrative and practice processes and generating ideas and solutions for improvement of the practice on a continual basis.
• Work independently and/or engage other management in the development and implementation of new policies and procedures as needed.
• Advise practice about current trends, problems, and medical activities to facilitate policy making.
• Ensures practice compliance with all regulatory agencies governing healthcare delivery and the rules of accrediting bodies. Continually monitors operations, programs, and physical properties and initiates appropriate changes which are in line with OSHA and universal precautions.
• Ensure the practice follows established policies and procedures. Provide feedback and/or discipline to those who do not follow policy.

2. Site Visits (if multiple sites)

• Visit all practices regularly to ensure efficiency and effectiveness of the practice operations and provide support and feedback.
• A list of visits, notes, action items, and follow-up items should be maintained for tracking purposes and performance measures for each individual practice site.

3. Communication

• Communicate appropriate information effectively, timely, and professionally with all employees on all levels.
• Coordinate staff meetings at each site at least once a month to communicate identified issues and concerns in a constructive manner and participate in solutions.
• Communicate effectively with all staff any new policies or items of interest that directly affect their ability to care for patients. This should be done in conjunction with the other corporate department managers to ensure consistency.
• Communicate elevated problems/concerns daily with physician leads and executive directors. Act as a liaison between providers and staff and corporate office.
• Investigate patient complaints and report to physicians, as necessary. Escalate when required or provide ongoing training and support for employees for the purpose of improvement.
• Participate in management meetings led by the Leadership Team and contribute effectively to areas of direct responsibility.

4. Staffing

• Work with personnel to develop staffing and schedules at each location
• Assist with the creation of monthly schedules by applying creative staffing techniques and incorporating patient volumes with practice coverage needs. This should be monitored on an ongoing basis for optimal staffing and to avoid mass lay-offs and excessive payroll expense.
• Function as a team member when staff numbers are down and as needed to promote patient flow in practice(s).
• Monitor patient flow through practice in conjunction with staff.
• Coordinate with human resources recruiting needs and schedule interviews and coordinate hiring of new personnel
• Oversees efforts for recruitment, onboarding, development, and performance evaluation of employees.

5. Business / Financial Responsibility

• Oversees the business and financial affairs of the practice and fiscal management in conjunction with the practice accounting department.
• Reviews daily, weekly and monthly reports to monitor collections, outstanding balances, outbound calls, patient visits and other assigned reports
• Uses data to manage the business
• Monitor and report on supply usage to ensure optimal practices are in established.

6. Patient / Payer / Health Organization Liaison

• Manages patient complaints effectively with a balance of excellent customer service and a financially prudent resolution.
• Serves as liaison and channel of communication between the hospitals, regulatory bodies and vendors.

7. Management Responsibilities

• Manages direct reports and team members, providing leadership, motivation, development, and discipline to promote quality performance and achievement of financial and quality objectives.
• Resolves any medical-administrative problems and keeps lines of communication with staff to ensure high employee morale and a professional, healthful practice atmosphere.
• Enter, modify, fix, and submit employee timesheets every other week for payroll for staff and providers.
• Monitor overtime and time off requests to achieve financial goals and minimize excess and waste.
• Work and coordinate with corporate departments on personnel items such as training, behavior modification, write-ups, payroll, FMLA, and other issues as they present.

8. Meetings

• Coordinates and attends the standard meetings for OnPoint Medical Group.

9. Facilities Management and Purchasing

10. Responsible for managing the overall facilities management and purchasing activities of the practice.

11. Marketing & Public Relations: Attend identified marketing/public relations functions and coordinate special projects as delegated by OnPoint Medical Group administration. Coordinate staffing, as appropriate.

12. Demonstrate a positive attitude and provide positive PR to the public at these functions.

13. Follows all OSHA and HIPPA standards, policies, and procedures

14. Performs duties to achieve or exceed established service standards.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Education/Experience

• Associates Degree in related field. Work experience can be considered in lieu of degree.
• 2-5 years of managerial/supervisory experience with progressive responsibility.
• Demonstrate the ability to maintain good interpersonal relationships with co-workers and health team members.
• Communicates through appropriate channels.

Preferred Education/Experience

• Experience in family, pediatrics, internal medicine or Healthcare Administration
• Bilingual
• Athenahealth practice management system
• B.A. or B.S. in Healthcare or Business Administration preferred

Customer Service Excellence

• Provide customer service in accordance with OnPoint Medical Group standards and expectations
• Demonstrate ability to be courteous and respectful when interacting with patients and family members
• Maintain patient confidentiality in accordance with policy and procedure and HIPAA requirements
• Enact proper chain of command for patient complaints

Language Skills

• 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 questions from groups of managers, patients, and the public

Mathematical Skills

• Ability to add, subtract, multiply, and divide into 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.

Reasoning Ability

• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables

Aptitudes and Temperament

• Must have a high level of energy with the ability to adjust to any justifiable pace.
• Make decisions based more on fact than feeling
• Exhibit behavior that emphasizes compassion, quality, loyalty, and conscientiousness
• Ability to establish and maintain effective working relationships with patients, their families, and staff members

Supervisory Responsibilities

• Practice Front and Back Office Personnel

JOB ELEMENTS/WORKING CONDITIONS

• While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.
• Occasionally required to walk; sit, and stoop, kneel, crouch, or crawl.
• Frequently lift and/or move up to 10 pounds and occasionally lift and/or move more than 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Work Environment

The above statements describe the general nature and level of work performed by people assigned to this classification. They are not an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.