JOB SUMMARY: SUPERVISES THE DAILY OPERATIONS OF THE FACILITY TO ENSURE SMOOTH, EFFICIENT OPERATIONS. WORKS CLOSELY WITH PHYSICIANS TO ENSURE THAT QUALITY PATIENT CARE IS MAINTAINED. WORKS CLOSELY WITH OPERATIONAL LEADERS TO ENSURE STRATEGIC PLAN IS CARRIED OUT.
DUTIES AND RESPONSIBILITIES (THIS LIST MAY NOT INCLUDE ALL OF THE DUTIES ASSIGNED.)
Coordinates physician practice operations. In conjunction with the physicians and practice management administrator, hires, supervises and evaluates staff per policy. Orients and trains new staff. Maintains all personnel records for the facility in cooperation with Human Resources. Prepares work schedules and ensures adequate staff coverage, monitors time off requests and resolves workload distribution issues. Totals all employee hours for submission to Human Resources, in a timely and accurate manner.
Facilitates communications to address operational issues on a timely basis. Conducts regular periodic staff meetings to inform staff of changes in policies, discuss areas of concern, and to provide necessary in-service training. Records results of meetings. Identifies areas of conflict to physicians and/or Administrator and suggests resolutions.
Implements and monitors compliance with practice policies and procedures. Ensures OSHA and/or CLIA environmental control plan is maintained in the office; trains employees on the standards. Ensures all equipment is maintained per appropriate regulations.
Assesses outside service and equipment needs with involved staff and physician; makes recommendations to Administrator. Responsible for ensuring all necessary office and medical supplies are maintained at a level adequate for efficient operations. Maintains inventory maintenance procedures and ensures orders are prepared as appropriate. Reviews monthly supply expenditures against budget and reports to Administrator.
In cooperation with the Administrator, implements financial policies and monitors cash collections to ensure adherence to policy. Maintains strict cash control. Ensures there is daily reconciliation of cash. Ensures bank deposit is made. Ensures timely and accurate charge entry and payment posting for claim processing and reporting purposes. Completes daily activity report.
In cooperation with the Administrator, assists in preparing annual operating budget. Monitors performance to ensure the office is operating within the budget guidelines. Reviews all invoices, researches discrepancies. Researches variances and reports to physicians and Administrator on a monthly basis.
Regularly reviews various financial and operational reports to identify positive and negative trends in the practice operations. Take a proactive approach in identifying issues, and implementing improvements. Works in conjunction with the director to create and carry out ongoing practice data monitoring.
Prepares required reports within requested time frame. Ensures that daily, monthly and year-end reports are generated by the computer system no later than the time line designated for completion.
Develops and implements plans to continually improve patient satisfaction ratings. Resolves work problems to ensure quality patient care. Implements and supervises patient recall system. Works closely with physicians to ensure highest quality clinical care.
Ensures all information is accurately filed in chart within a reasonable time and all charts are accurately filed and/or pulled by the end of the day. Monitors policies and procedures regarding release of medical records, and ensures record requests are completed within 5 days.
Ensures patient’s insurance benefits are verified to determine of coverage meets the standards as stated in the organization policy. Establishes payment arrangement procedures, per facility policy. Establishes payment arrangement procedures, per facility policy, when required by patient financial circumstances.
Ensures patient requests or problems are resolved per policy on a timely basis, within the scope of authority. Identifies problems to Administrator and suggests resolution.
Prepares, completes, and submits all managed care applications, hospital staffing applications, licensures, etc., in an accurate and efficient manner. Serves as liaison between physician group and external agencies (managed care companies, malpractice insurance companies, etc.).
Monitors performance standards of clinical and non-clinical staff, and documents compliance and noncompliance.
Serves as the primary liaison with the Central Business Office, and ensures that all deposits, petty cash, and financial transactions are carried out according to policy.
Oversee the cashiering functions of the clinic and make sure that on-site personnel collect co-payments, deductibles, and prior balances according to policy. Conducts ongoing training for registration staff to improve customer service as well as cash collecting efforts.
Assist in carrying out short and long term practice growth strategies.
Act as the first line in risk management, ensuring practice maintains compliance with regulatory agencies. Takes a proactive approach in reporting and addressing any deviations from risk management protocols.
Participates in continuing education programs and other experiences to improve professional competence.
KNOWLEDGE, SKILLS, AND ABILITIES
The Practice Administrator must be knowledge in all aspects of medical practice operations including billing, coding, collections, appointment scheduling, precertification and records management. The Practice Administrator needs to have knowledge of fiscal management and human resource management principles. Knowledge of computer systems and applications, skill in gathering, analyzing, and evaluating data, and superior written and verbal communication skills are required. Ability to read, interpret, and apply clinic policies and procedures. Ability to identify problems and recommend solutions. Ability to establish priorities and coordinate work activities.
Affiliation with American Association of Professional Coders and completion of Professional Association Healthcare Office Manager training preferred.
Master’s Degree required OR current TX RN licensure and healthcare leadership related experience.
Strong positive interpersonal skills; high degree of initiative, sense of organization and ability to identify and resolve problems. Position requires an individual with diverse skills.
Individual must be able to work on discrete tasks in a high volume, high-pressured environment. Good judgement and professional demeanor a must.
TYPICAL PHYSICAL DEMANDS
Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports.
TYPICAL WORKING CONDITIONS
Normal office environment. Occasional evening or weekend work.
Methodist Health System is comprised of four thriving hospitals serving the southern perimeter of the Dallas and Fort Worth Metroplex. Methodist Dallas Medical Center is one of Dallas' finest and largest not-for-profit hospitals. This 515-bed major teaching and referral facility is the flagship hospital for Methodist Health System. Located just 10 minutes away, Methodist Charlton Medical Center is... a modern 269-bed facility located in the suburbs of Southwest Dallas County. Opened in December of 2006, Methodist Mansfield Medical Center is a state-of-the-art 168 bed, full-service hospital located in Mansfield, TX south of Arlington and Fort Worth in Tarrant County. Methodist Richardson Medical Center, a 205-bed acute care hospital, serves residents of Richardson, Plano, North Dallas and the surrounding communities. Additionally, Methodist Family Health Centers have been established to better meet healthcare needs in the outlying communities.