Practice Manager, Specialty Practices

ESSENTIAL FUNCTIONS

Personnel Management – Overall responsibility for personnel management and staffing advanced care practitioners, ancillary staff, and administrative supervisors within the specialty departments. Collaborates with the specialty department clinical manager(s) regarding clinical staffing needs.

• Determine staffing levels based on patient care needs, patient flow, medical acuity, procedures, staff skills and other clinic needs
• Interview, select and hire new employees
• Work with Human Resources to verify compliance with State, Federal and OSHA requirements for staff
• Coordinate and monitor orientation of new physicians, advanced care practitioners, and non-clinical direct reports.
• Ensures that staff is properly trained and has the competency needed to perform the duties required
• Develop, maintain and periodically reassess staff education and competency programs
• Ensure that staff follows standard operating procedures and complies with all regulatory standards.
• Coordinate and/or facilitate staff evaluations and performance, developing standards, and ensuring basic competencies for all staff
• Complete and perform annual staff performance evaluations, including determination of merit and parity adjustments when applicable
• Manage staff performance in collaboration with Human Resources to include; initiating processes relative to performance improvement, coaching, counseling and progressive disciplinary action when indicated
• Coordinate department work flow and scheduling
• Coordinate and monitor staffing hours and payroll records
• Work though scheduling conflicts, vacation requests, and coordinating other time off needs of staff in support of department operations
• Effectively communicate with staff all changes in policies and procedures
• Excellent communication, verbal and written, set clear expectations, motivate commitment, know when to talk and when to listen
• Monitors progress, provides feedback for learning and development, and is sought out as a coach
• Empowers all staff members to provide suggestions in the decision making process
• Knows how to deploy team strengths to complement personal strengths and maximize performance

Leadership

• Establish credibility and a strong presence in the department
• Establish expectations and model behaviors that demonstrate service excellence to staff and focuses on the patient as the primary customer
• In coordination with the Department Chief/Department Medical Director and the Director of Specialty and Ancillary Service, develop policies and procedures for department functions
• In coordination with the Department Chief/Department Medical Director and Clinical Manager, organize and lead monthly physician/NP/PA meetings
• Develop systems to objectively monitor department performance and creatively seek solutions to foster quality improvement
• Manage patient relations, including handling complaints, inquiries, and ensuring a positive patient experience
• Continuously optimize staff roles and responsibilities to meet performance goals
• Develop and maintain open and effective lines of communication with physicians, providers and staff
• Work collaboratively with the management team, coordinators and physicians to ensure effective working relationships
• Support, embrace and lead change management. Lead by example and foster productive practices which support InterMed’s Mission, Values and Strategic Plan
• Participate in team building or company sponsored community events that promote InterMed’s Mission, Values, and Strategic Plan
• Engage with staff in a meaningful way that promotes effective communication and constructive feedback.

Operations

• Coordinate and/or monitor personnel staffing and work in conjunction with the department Clinical Manager
• Coordinate and/or monitor physician and advanced care practitioner schedules to optimize patient access
• Coordinate and/or monitor space and room assignments for optimal patient flow
• Develop systems to track the department provider utilization and personnel resources to optimize patient flow and to enhance the patient experience
• Support and facilitate referral management process
• Develop protocols to improve care for acute/urgent patient problems
• Develop protocols and create standards of care within the departments and across the organization
• Work with departments across the organization to promote specialty services and to enhance processes related to patient care transitions to specialty services
• Work with external partners to ensure timely access to quality patient services
• Monitor and report on key performance indicators and other quality/performance metrics for the departments
• Maintain/monitor appropriate levels of medical supplies and other inventories pertinent to overall operations and patient care
• Utilize Lean Six Sigma to promote continuous improvement and staff engagement across departments

Financial and Administrative Accountability

• Assume management and administration of departments’ operational and capital budgets
• Evaluate, specify and recommend equipment for operations and patient care in the departments
• Monitor budget and report on variances. Analyze monthly financial reports and identify trends, develop and execute plans to improve performance where indicated
• Monitor clinic utilization and provider productivity on a monthly basis, reporting trends to Department Chief/Medical Director and Senior Director of Ancillary and Specialty Services
• Act as a resource to physicians and clinical staff and disseminate updates in a timely manner
• Monitor Unlocked Encounter and Third Next Available reports and address issues if indicated

Strategic Planning and Program Coordination

• In collaboration with the Director of Specialty and Ancillary Services, assess the current state of department with relation to existing goals and plans and make change as necessary
• In collaboration with the Director of Specialty and Ancillary Services, work with internal and external healthcare organizations on patient initiatives to ensure InterMed’s position as a leader in healthcare improvement and quality
• Stay updated on industry trends and innovation opportunities
• Assist with development of business plans for new programs and other strategic initiatives. Create department task plans with resource identification, role descriptions, and action plans to include timelines and a delivery schedule
• Assist with marketing, public relations and advertising
• Participate in management team meetings, interdepartmental problem solving, and policy development
• Work in collaboration is with the management team on goals related the organization’s strategic plan

Confidentiality

Demonstrate knowledge and understanding of patient privacy rights under HIPAA guidelines. Maintain confidentiality related to financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients and/or employees. Access and use the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.

JOB REQUIREMENTS

• Bachelor’s degree required, preferably in a clinical field or healthcare administration
• Minimum 3 years management level experience supervising 10 or more employees in a medical practice setting which consisted of 5 or more physicians

• Management level experience in a hospital or medical group setting, including medical insurance, coding and reimbursement
• Previous supervisory experience in a clinical setting
• Demonstrated formal leadership training experience
• Proven record of success working in a collaborative manner with physicians and other senior management
• Excellent professional judgment and decision making ability
• Proven leadership skills
• Excellent presentation and communication skills- both oral and written
• Ability to foster an enhanced team environment
• Ability to prioritize, organize, and plan work independently
• Committed to excellence in customer service and clinical care
• Experience in use of Microsoft Office Suite – Outlook, Word, Excel and Powerpoint

InterMed is an equal opportunity workplace and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity and/or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.