EVMS

  • Practice Manager

    Position Number
    6230403
    Department
    OB/GYN
    Category
    Management
    Compensation Max
    USD $78,335.00/Yr.
    Compensation Min
    USD $60,258.00/Yr.
    Location : Location
    US-VA-Norfolk
  • Overview

    Responsible for the planning, organization, direction and coordination of clinical practice

    Operations in the Department of OB/GYN, Jones Institute, Andrology, Cryology, Endocrine, and Embryology divisions.  Responsibilities include monitoring daily practice support functions, customer service, all non-provider staff, facilities and equipment, quality standards, budget performance, contract review, practice analysis and quality improvement.

     

    Responsibilities

    Daily Operations

    • Monitors all daily practice support functions to ensure the delivery of quality health care.  These functions will include office management, nursing support, appointment scheduling, registration, cash collection, coding, medical records, referrals, and precertification and authorization.  This scope of the responsibility includes full time offices in Norfolk, Virginia Beach, and Newport News as well as the Jones Institute Physician Office OR. 
    • Monitors activities continuously to ensure that the practice conforms to the EVMS Medical Group Quality Standards and all applicable federal, state and local laws and regulations. 
    • Ensures development and implementation of policies and procedures governing all aspects of practice operations. 
    • Provides an environment conducive to staff and provider individuality and creativity as well as responsibility. 
    • Plans for and secures adequate resources to maintain optimum efficiency and productivity. 
    • Coordinates activities of the practice with other practices in EVMS Medical Group to provide uniformity in operations. 
    • Works with Division Director to resolve issues relating to workflow and physician appointment schedules. 
    • Works with technical coordinators to resolve issues of technical quality and/or service to patients. 
    • Organizes and conducts required meetings which are well planned with appropriate participant preparation and actionable outcomes. 
    • Responsible for interfacing with the FDA, Lab Directors, and Division Director as it relates to federal compliance and coordination with the FDA. 
    • Responsible for working closely with the division director on Federal and Commonwealth of Virginia regulations related to reproductive medicine to include surrogacy. 
    • Responsible for ensuring current Patient Contracts are in place and available to the JI business office for all locations. 
    • Responsible for working with the Associate Chair of Administration and Finance and EVMS Medical Group Legal on the periodic review of all JI Patient contracts to ensure compliance with current JI procedures as well as Federal and Commonwealth of Virginia regulations.
    • Responsible for all facilities to include interfacing directly with Landlord and contract vendors.
    • Responsible for marketing to include interfacing directly with EVMS Medical Group, EVMS, outside marketing companies and other marketing efforts as directed by the Division Director. 
    • Responsible for assisting Associate Chair of Administration and Finance with Business Plans and Proformas as they relate to Reproductive Medicine. 
    • Responsible for working with the Jones Institute OR supervisor to ensure compliance with and ongoing Quad A certification.
    • Responsible for working with the Division Director to ensure AIUM Ultrasound Accrediation.

     

    Customer Service

    • Maintains a customer-focused practice environment with a monitoring process to provide feedback for faculty and staff.
    • Provides staff with clear expectations of service levels; sets example by own behavior.
    • Develops and implements a service recovery process to ensure customers do not leave the practice angry about service.
    • Ensures that a response is made in a timely manner to all customer complaints relating to the practice’s operation, either in person or by telephone; works with EVMS Medical Group Administrator and Chair to respond to complaints regarding medical care.
    • Investigates source of customer complaints and implements changes, if appropriate, to prevent repetition.
    • Responsible for Marketing Program

    Human Resources

    • Administers the recruitment, selection, assignment and training of support staff; approves all matters relating to employee evaluations, transfers, promotions, discipline, terminations and resignations.
    • Determines, in conjunction with the Administrator of EVMS Medical Group and Chair, support staff requirements for the practice.
    • Ensures proper orientation of all providers and support staff.
    • Provides personnel with clear exceptions of their responsibilities and encourages the freedom to do creative problem solving.
    • Evaluates all personnel for whom there is direct responsibility.
    • Reviews evaluations of personnel completed by supervisory staff.
    • Communicates clearly the expectations and the rationale for those expectations to the staff.
    • Sets standards in dress, conduct, attitude, and performance; acts as a role model.
    •  Analyzes turnover and absenteeism rates and corrects deviations.
    • Develops and implements procedures for the use of temporary support staff when needed.

     

    Facilities, Equipment and Supplies

    • Provides a comfortable and satisfying practice setting for the professional staff.
    • Meets with providers on an individual and group basis to ensure an efficient working environment.
    • Responds to provider needs for equipment and supplies in a timely manner.
    • Ensures clinical areas are properly maintained, including cleaning and repairs.
    • Coordinates all facility lease and landlord/tenant issues.
    • Ensures that all public and waiting areas supporting the practice are neat and orderly. 

    Financial and Practice Analysis

    • Develop an annual budget for the practice in conjunction with the Associate Chair of Administration and Finance.
    • Executes the budget and monitors actual performance.
    • Reviews and approves all purchase orders.
    • Reviews and analyzes the revenue, expense and collection trends for the practice.
    • Ensures proper coding and timely charge entry for all clinical services provided by the practice.
    • Monitors collection and payment reports and identifies areas for improvement.
    • Oversees petty cash system 
    • Monitors clinical productivity; tracks monthly statistics and prepares reports for Division Director, Chairman, and Associate Chair of Administration and Finance. 

    Quality Improvement

    • Coordinates efforts to assess and improve the quality of clinical activities and support operations of the practice.
    • Participates in EVMS Medical Group committees as requested to develop plans and procedures for improvement of patient care and practice support operations.
    • Develops and implements a continuous measurement cycle for EVMS Medical Group Quality Standards and prepares reports to document level of conformance.
    • Keeps informed of current trends within group practices through the literature and attendance at professional meetings.
    • Develops plans and makes recommendations concerning new methods and procedures in the operation of medical groups according to current trends, studies and needs.

    Other Duties

    • May assume the duties and responsibilities of Office Managers in addition to Practice Manager duties and responsibilities. 
    • Performs other duties as required to effectively meet the needs of the practice.

    Qualifications

    A Baccalaureate Degree in business, healthcare management, or related field is required.  A Master’s Degree in business, healthcare management, or public health is preferred. Three years of progressively more responsible positions in group practice management; operations experience in an academic practice plan, community teaching center or large multi-specialty group practice is preferred.

     

    Location : Location

    US-VA-Norfolk

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