Position Title: Practice Manager
Reports To: Medical Director
At the Vein Healthcare Center, we always put our patients and their comfort and care first. Our team is a dedicated group of people who focus on the treatment of varicose veins and vein-related diseases. The Practice Manager (PM) is responsible for oversight and management of a 20 person private medical practice consisting of one physician and four Advanced Practice Providers. Additional team members include sonographers, medical assistants, and patient care coordinators. Only applicants with 5+ years of demonstrated experience as a practice manager in a healthcare environment will be considered. This is a leadership position that requires a high level of organizational aptitude, attention to detail, experience with all aspects of human resources, the ability to lead by example, and a commitment to being kind and compassionate towards all people.
Position Summary
The PM ensures that the medical practice provides exceptional patient care. Oversees day-to-day practice operations by providing direction and guidance to all team members. Creates a positive and cohesive work environment. Creates and manages patient and staff schedules. Improves all aspects of the medical practice. Provides direct support/guidance/advice to the Medical Director regarding ways to maintain an efficient, cost effective and patient-friendly practice.
Essential Functions
- Works with the Medical Director to improve patient services including patient comfort and overall satisfaction with their experience
- Designs, implements, monitors, and improves workplace procedures including photo taking, rooming patients, responding to patient concerns, billing, and scheduling.
- Presents quarterly recommendations to reduce costs and increase revenue
- Interacts with patients and resolves billing questions by working with billing and insurance companies. Keeps the patient informed when billing issues cannot be immediately resolved.
- Manages the patient schedule ensuring that providers and ultrasound techs do not have gaps in their schedules while working and changing/updating the schedule to accommodate provider requests.
- Monitors insurance prior authorization process ensuring a high level of approvals by making sure submissions are accurate and have all required information.
- Works with physicians, medical assistants, and other medical practice employees to ensure they have necessary support and tools to perform their job.
- Oversees daily practice operations, including appointment scheduling, cleanliness of office, occupational health and safety requirements, HIPAA compliance, credentialing of providers, and staff schedules.
- Responsible for suggesting ways in which we can create/maintain a positive work environment
- Serves as a liaison to staff by listening to concerns and ideas and gathering necessary information so that a recommendation for resolution or implementation can be presented to the Medical Director.
- Maintains familiarity with all components of the employee handbook and recommends updates as needed.
- Maintains familiarity with all components of the employee benefits package, researching and implementing new benefits, recommending elimination of benefits that are not competitive or underutilized.
- Ensures compliance with all local, state, and federal regulations
- Provides guidance and direction to medical assistants, patient care coordinators, insurance specialists, and ultrasound technicians in the day-to-day functioning of the medical practice.
- Oversees the inventory of medications, fibers, catheters, sclerosants, compression stockings, medical supplies and equipment, and office supplies.
- Trains and supervises new employees. Responsible for developing and updating all onboarding procedures including reviewing employee handbook and obtaining signed receipt acknowledgement, viewing sexual harassment and HIPAA training documents as required by law, and introducing new hires to the vision and culture of the Vein Healthcare Center.
- Works with all vendors and treats them with the same level of respect and kindness that the Medical Director would provide with the goal of reducing vendor turn-over and creating long-term relationships. This includes cleaners, drug/pharmaceutical representatives, medical suppliers, delivery people (UPS/FedEx), and others who provide valuable services and products to the Vein Healthcare Center.
- Interacts with patients and gains patient feedback about the practice. Based on feedback, makes recommendations for improvements in office procedures and practices.
- Addresses patient complaints in a compassionate and timely fashion and makes the Medical Director aware of any concerns that need to be addressed more broadly or are of a serious nature.
- Convenes and leads weekly meetings with the Medical Director. Provides overview of scheduling challenges for the next 10 days, staffing challenges, patient challenges, decisions made in the past week (approved vacation day requests, changed the policy for insurance submittals, etc.), identifies topics needing separate meetings, and topics needing decision from the Medical Director.
- Performs annual review of medical assistants, patient care coordinators, and insurance specialists. Assists Dr. Asbjornsen with annual reviews of providers and ultrasound techs by preparing agendas, sharing observations of strengths and weaknesses, and recommendations for improvements.
- Recommend, coordinate, implement staff training as needed and team building programs/events on a quarterly basis.
- Recommend venue and details for annual holiday party. Implement upon approval.
- Coordinate and draft agenda for quarterly staff meeting. Advise the Medical Director on key topics for presentation. Suggest topics for Practice Manager to present at staff meeting.
- Participate in the effort to identify an additional physician to join the practice
- Serves as back-up for others when needed in order to ensure the smooth operation of the practice.
- Contribute where needed
Education, Experience and Knowledge
- Team leadership Skills and Experience
- Computer Literacy and Knowledge of Relevant Software
- Health and Safety Knowledge
- Bachelor's or master’s degree in Business or Health Management.
- Extensive EMR/EHR experience.
Skills and Abilities and Other Qualifications
- Organizational Skills
- Strong attention to detail
- Ability to Work as Part of a Team
- Strong work ethic
- Compassionate, empathetic and authentic in interactions with patients and colleagues
- Technology smart and able to troubleshoot issues with automated systems
- Strong Oral and Written Communication Skills
- Problem Solving Skills
- Leadership Skills – able to foster a culture of collaboration and accountability
- Budgeting and Basic Accounting Skills
- Analytical Skills.
As the Practice Manager at the Vein Healthcare Center, you can expect to always be challenged at work, never be bored, and make a meaningful contribution to our patient’s wellbeing. It’s also an opportunity to contribute and support physicians, nurse practitioners, physician assistants, and other medical professionals as part of a larger healthcare team. Interested applicants should include a cover letter that highlights relevant experience and clearly states the applicant's 5 year career goals. (If this is not the right position for you but you know someone who may be, please forward this opportunity to them)
Thank you for your interest - we look forward to hearing from you!
Job Type: Full-time
Pay: $62,000.00 - $104,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Continuing education credits
- Family leave
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
Medical Specialty:
- Medical-Surgical
- Primary Care
Schedule:
Experience:
- Human resources: 4 years (Required)
- Leadership: 4 years (Required)
- Practice Manager: 4 years (Required)
Ability to Commute:
- South Portland, ME 04106 (Required)
Work Location: In person
