Practice manager position description
Use this position description to determine the responsibilities of a practice manager.
Job summary
Directly supervise the client care and patient care teams. Mentor and educate client care and patient care team members in client relations, management, and leadership to ensure continued personal and professional growth. Consistently support the practice's mission and inspire others' commitment to the practice's mission.
Level breakdown
Level I: Length of time in Level I will depend on previous training, experience, education, and personal aptitude.
Level II: Adds the next level of skill and responsibility and includes all duties performed at Level I.
Level I
Employee development
> Provide input to the hospital administrator to identify the qualities the client care and patient care team members must demonstrate to succeed in each position. Include education level, prior work experience, technical knowledge, and personal attributes.
> Create descriptions for all client care and patient care positions that include a summary of the desired personal qualities, specific responsibilities, and plans for future growth and development. Update annually. Seek input from the client and patient care coordinators.
> Develop orientation and training protocols and continuing education guidelines for all client care and patient care positions that outline the specific steps for training and professional development.
Ensure education programs are updated regularly to reflect current hospital protocols. Seek input from the client and patient care coordinators.
> Develop and regularly update the employee handbook.
> Provide input to the hospital administrator to create an evaluation form and employee self-development plan form based on the position descriptions created.
> Facilitate weekly team meetings for the client care and patient care departments.
Employee administration
> Ensure the client care and patient care departments are adequately staffed at all times.
> Approve requests for absences for the client care and patient care coordinators, and as necessary, other staff.
> Monitor projects assigned to the client care and patient care teams to ensure timely completion.
> Address all issues related to daily operational employee management. Confer with the hospital administrator when necessary.
> Monitor staff turnover/attrition rates in the client care and patient care departments.
Compliance
> Be familiar with federal and state labor laws, employment and benefit laws, workers' compensation, and COBRA and HIPAA requirements.
> Maintain written reprimands and grievances in the personnel files.
> Ensure adherence to the practice?s confidentiality protocols.
> Maintain OSHA standards.
Client development
> Provide input to the hospital administrator to periodically review the hospital's attention to client convenience and recommend enhancements.
> Contribute to establishing annual goals for attracting new clients to the practice and client retention.
> Share client feedback and new ideas to enhance patient care and client service.
Client relations
> Monitor the appointment schedule to ensure scheduling guidelines are followed. Provide input to the medical administrator to adjust the appointment schedule to meet client and practice needs.
> Monitor invoices held in the system for services provided but not yet billed.
> Create standard hospital forms used for client service and patient care.
> Coordinate the periodic review of comparisons of services provided versus services billed to ensure accuracy.
> Contribute to developing a plan to reduce omissions and/or inconsistencies.
Medical development
> Ensure compliance with protocols regarding patient care, medical records, and AAHA standards.
Financial management
> Understand the practice fee schedule and the importance of appropriate documentation for accurate billing. Update fee schedules in the computer and printed price lists to reflect the agreed upon changes.
> Ensure the client care and patient care team adhere to the established budget. Notify the hospital administrator when planned expenditures will exceed the established budget.
> Ensure that the client care and patient care teams follow the established credit protocol.
> Monitor the overall balance of outstanding client payments.
Core responsibilities
> Adhere to all hospital directives and protocols and maintain the highest ethical, moral, and professional standards.
> Act responsibly to build your reputation in the community and enhance the reputation of the hospital and your colleagues.
> Maintain a professional appearance.
> Maintain a professional, courteous attitude.
> Ensure a pleasant, respectful, and productive doctor-staff and staff-staff relationship.
> Keep the spirit of teamwork alive.
> Support the value of all hospital services.
> Attend and participate in all required management and staff meetings.
> Contribute to development of the practice's strategic business plan.
> Attend 15 to 20 hours of external CE each year.
> Become involved in the community through membership in professional associations, civic organizations, volunteer work, and public speaking.
> Perform other related duties as directed by the owner(s), hospital director, or hospital administrator.
Level II
Employee development
> Interview and hire client care and patient care staff members.
> Seek input from the hospital administrator on hiring decisions.
> Provide orientation, mentoring, and training for all staff positions. Include training for client relations, improved management skills, leadership, and personal and professional growth.
> Conduct six-month evaluations of the client care and patient care coordinators.
> Ensure the client care and patient care coordinators conduct evaluations of their respective team members according to established hospital time frames.
> Provide input to the hospital administrator to define the current and projected compensation and benefits for the client care and patient care teams.
Employee administration
> Review and interpret hospital protocols with administrators and managers for resolution of personnel issues.
> Terminate employees as necessary.
Compliance
> Review and investigate written reprimands, grievances, harassment claims, and complaints by the client care and patient care employees as requested by the compliance manager.
> Review and respond to employee claims for unemployment, disability, or workers' compensation as requested by the compliance manager.
Client development
> Contribute to developing a marketing plan that includes a strategy for attracting new clients, strengthening relationships with existing clients, scheduling additional appointments for existing clients (as medically recommended), and lengthening the retention rate.
> Contribute to developing educational programs and news releases to enhance the community's awareness of the hospital.
Client relations
> Review and resolve client complaints and billing issues with the attending doctor, hospital administrator, or hospital director as necessary.
Financial management
> Contribute to establishing a target for all revenue components (revenue by provider, average charge per transaction, service/product mix, accounts receivable, number of transactions, active clients, client visitation, new clients, client retention, and potential new client scheduling rate).
Medical development
> Contribute to developing standard written protocols for the client care and patient care departments.
> Contribute to developing treatment plan templates.
Facilities, equipment, and technology
> Provide input to the facilities director to ensure that the facility continues to meet the medical and administrative needs of the patients, clients, and hospital.
> Provide input to the IT director to ensure that technologymedical equipment, computers, and office equipmentefficiently meets and enhances the medical and administrative needs of the patients, clients, and hospital.
