Psychiatric Practice Manager

COASTAL HORIZONS CENTER, INC. - JOB DESCRIPTION

JOB TITLE: Psychiatric CarePractice Manager

SUPERVISED BY: Treatment Operations Director and/or Vice President of Clinical Services

REQUIRED EDUCATIONAL/EXPERIENTIAL QUALIFICATIONS:

• Bachelor’s Degree (or higher) in Healthcare Management or Business Administration required
• 3+ years’ experience in medical office management
• Working knowledge of medical terminology
• Medical office billing experience an asset
• Proficiency with EMR systems and software applications, including Microsoft Office Suite
• Excellent written and oral communication skills

GENERAL STATEMENT OF DUTIES:

The Psychiatric Care Practice Manager will be responsible for the overall operations, development and success of our multisite psychiatric care services delivered by MD’s, DO’s, and other advanced level care practitioners. This position will oversee psychiatric providers across multiple sites in multiple county, including telemedicine delivery. The successful applicant will be able to balance competing responsibilities in a fast-paced environment to successfully ensure operational and fiscal success of the practice and be responsible for managing the operational functions, activities, and projects for the practice.

DISTINGUISHING FEATURES OF THE CLASSIFICATION:

• Interview, hire and train new staff in accordance with HR guidelines
• Manage daily staffing to ensure optimal operation of the practice(s)
• Regularly review productivity and make staffing adjustments as needed
• Monitor and approve time off request and track licensure requirements for staff
• Conduct regular staff meetings and annual performance evaluations for the administrative team
• Review accounts receivable reports monthly and coordinate with outside billing agencies to ensure no discrepancies exist
• Supervising, evaluating and directing the work of related employees
• Recruiting, selecting, and training related staff
• Identifies, recommends, and implements practice needs: staffing, services, equipment and facilities
• Participates in a variety of special projects as requested, including explorations of system or process improvements, new retention categories, and joint projects with information technology (e.g. Patient Portal).
• Physician/management meetings: establishes agenda in consultation with physicians; prepares data for meeting; contributes to decision-making
• Responsible for executing projects/changes as directed by the physicians at management meetings to promote efficiencies and appropriate work flow
• Interprets management reports / explains non-normal reports to physicians
• Ensures that reports to government agencies are on time / liaison with different organization departments (finance, HR, etc.).
• Fee analysis, survey, and review with recommendations to physicians

Psychiatric Care Practice Manager – All Sites

PAGE 2

• Practice marketing with patients; referring practices; with local businesses; and schools. This could include collaboration with the Development Department.
• Preparation of annual budget. This will include awareness of grant funding and unique requirements with each funder source.
• Preparation of grant reports or ensuring systems to collect needed data for such reports.
• Manages practice within budgetary guidelines
• Responsible and accountable for billing and collection activities
• Maintains overhead and collection percentages within (best practice) industry standard
• Responsible for negotiating equipment leases and best prices for supplies (business and medical)
• Responsible for facilities and premises management
• If practice relocates or establishes new location; dealing with architect, contractors, and property management
• Assist with Office Based Opioid Treatment programming
  

ESSENTIAL DUTIES AND TASKS: APPROX % OF TIME

50% Site Management: Ensuring the successful delivery of services in a fiscally sound manner that promotes the mission of the organization. Identifies and corrects personnel or procedures that inhibit the overall success of operations.

25% Record Keeping and Fiscal Monitoring: Maintains program and client records, monthly managerial and grant reports, etc. completing paperwork in a timely, accurate and efficient manner in accordance with agency standards.

10% Indirect Services: Coordinates services with other agencies such as hospitals, behavioral therapists, schools etc. through collateral contacts and correspondence.

5% Staff Development: Actively participates in assignment activities such as supervision meetings, trainings, etc.. Attends staff & team meetings as assigned.

5% Other: Tasks and responsibilities as assigned by supervisor and consistent with employees skills and knowledge.

RECRUITMENT AND SELECTION GUIDELINES:

• Knowledge of current medical terminology in order to communicate with physicians, staff, and patients.
• Ability to read and interpret documents such as professional journals, safety rules, operating and maintenance instructions, procedure manuals, and government regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, employees, clients, customers, and the general public.

Psychiatric Care Practice Manager – All Sites

PAGE 3

• Ability to interact and communicate with a variety of people, both on a one-on-one basis and in meetings and group presentations; must be able to relate to and work with ill, emotionally upset, and sometimes hostile people.
• Strong working knowledge of regulations regarding Medication Assisted Treatment programming.
• Ability to anticipate and react calmly to emergency situations.
• Ability to work with mathematical concepts such as probability and statistical inference; ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to define problems, collects data, establish facts, and draw valid conclusions.
• Ability to make independent decisions and delegate responsibility and duties.
• Ability to follow direction.
• Ability to think logically in order to troubleshoot, analyze situations, and make appropriate decisions.
• Knowledge of laws, regulations, and policies which govern the program.

• Ability to communicate effective in oral and written forms.

• Must be able to physically perform the basic life operational functions of stooping, reaching, and walking, fingering, grasping, talking, hearing, and performing repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force constantly or frequently to move objects.
• Must possess the visual acuity to perform extensive reading.

CATEGORY II OSHA STANDARDS
EXEMPT EMPLOYEE

Employee:__________________________________________

Date:_______________________

Supervisor’s Signature: ___________________________

Date: ______________

Job description Psychiatric Practice Manager – All Sites

Created 4/25/18