Practice Manager, Cumberland Women's Healthcare
Full Time, 80 Hours Per Pay Period, Day Shift
Perinatal Center Overview
At Fort Sanders Perinatal Center, we’re here for women with pregnancies that require extra care, and we’re ready to help you make the best healthcare decisions from conception through delivery. For more than 25 years, we’ve provided comprehensive high-risk pregnancy services and delivered over 26,000 high-risk babies at Fort Sanders Regional Medical Center. We offer a range of care services for higher-risk pregnancies, including mothers over age 35, multiples, complications, birth defects, issues such as diabetes or hypertension, or pregnancies after infertility.
Our main office is located at Fort Sanders Regional Medical Center. We also have offices in West Knoxville, Morristown, and Sevierville to ensure you get the right care in the right place. We are proud to be a member of Covenant Health .
Position Summary
Provides leadership, administrative management and direction for all aspects of the Practice’s operational activities (except those directly involving professional medical judgement) to ensure accomplishment of its objectives. The Manager has a primary obligation to operate and manage the Practice as a whole and reports to the Managing Physician (s). The Manager manages and directs all non-physician personnel, appoints supervisors (team leaders), and delegates authority and responsibility when and where need is indicated. Operationally responsible for Administrative Services, Accounting and Financial Services, Patient Business Services, Clinical Services and Practice Support Services.
Recruiter: Sarah Grey || sgrey1@covhlth.com || 865-374-5271
Responsibilities
- Provide overall administrative leadership and management direction to the practice operation so as to successfully achieve the goals, objectives and policies as established by the Physicians.
- Monitor and evaluate the effectiveness of administrative and clinical services, billing and accounts receivable management, and information management.
- Establish and implement a system of leadership and administrative management from which to direct and monitor the business and clinical activities.
- Seek, receive and utilize the advice, assistance, consultation, and guidance of the Managing Physician and other available resources within the business unit and Covenant Health System to make intelligent decisions.
- Continuously review all factors affecting the cost of administration and the operation of the Practice. Take necessary corrective action to keep costs commensurate with the Practice’s objectives or recommend appropriate action to the physicians.
- Direct and administer a wage and benefit program for the physicians and employees consistent with Covenant Health System standards.
- Take all necessary and responsible precautions to protect and safeguard the Practice assets and property against loss or waste through negligence or dishonesty.
- The Manager shall present regular reports to the Physicians or the Physician Manager on various phases of the Practice’s operation. He/she shall initiate reports to the Physician Manager and Physicians setting forth recommendations of planning, policy organization, control and such other details of the Practice operation that may be necessary or desirable for continuity in the organization.
Administrative Services
- To provide administrative direction to all practice administrative support activities, personnel and contractors.
- To meet monthly (or as needed) with staff to inform them of needs, developments, and to receive reports from them regarding the operation of their departments.
- To provide assistance to team leaders in establishing department philosophies and objectives related to staffing and performance standards, policies and procedures, job classifications, and compliance with government regulations.
- To meet at least monthly with general staff to report to them on the group activities, and to receive feedback from employees to be acted upon or communicated to the Managing Physician.
- To act as a liaison with management, accounting office, and others to ensure appropriate laws and tax regulations are complied with.
- To act as liaison with insurance companies.
- To work in conjunction with accounting office to monitor banking services, checking accounts, loans and other financial issues.
- To maintain and update all employment contracts for employees and physicians, in conjunction with Covenant Health System standards.
- To review contracts and commitments with corporate attorney or Covenant Health Systems contract office, as appropriate.
- To maintain appropriate malpractice insurance for the members of the group.
- Review and refine employee Personnel Policy and Procedure Manual.
- Responsible for day-to-day relations with sales representatives and other vendors.
- Maintain and compile statistics when necessary and report to the Managing Physician or Physician partners.
- Develop orientation policy for new employees to explain organizational and operational policy and procedures of the practice, as distinct from those of Covenant Health System.
- Serve as the organizational spokesperson and primary channel of communication for official communications with the Physicians.
- Serve as the Practice spokesperson for representation and involvement, in conjunction with a designated physician when appropriate, in professional associations, planning agencies, consumer groups, health insurance companies and related health agencies or groups.
- Facility Maintenance:
- Structure utilization of office space
- Monitor the condition of the suites for cleanliness and state of repairs.
- Assure that all equipment is maintained in good repair or is replaced as needed.
- Responsible to the Managing Physician for ensuring that adequate insurance coverage is maintained by the Practice in order to protect the Practice in the event of legal proceeding, fire, theft and property damage.
- Personnel Administration:
- Oversee adequate staffing at all practice locations.
- Responsible for scheduling.
- Handle the hiring, firing, training and promotions of all personnel.
- Keep accurate personnel records
- Establish methods and reporting systems for reviewing, evaluating and recording employee performance.
- Appoint team leaders and delegate authority and responsibility when and where need is indicated.
- Be available to medical and other staff to hear complaints, accept ideas, consult and act as liaison between staff at times.
- Resolves any medical-administrative problems and keeps lines of communication open with staff to ensure high employee morale and a professional, healthful clinic atmosphere.
- Periodically review the team leader reports and make recommendations to the Managing Physician.
- Determine training and development programs for support staff and arrange for such opportunities.
- Develop on-the-job and/or in-service training programs.
- Assist in evaluating job workloads to ensure equitable distribution and determine whether reduction or addition in personnel is necessary. Review need for part-time versus full-time employees. Monitor need for over-time.
- Maintain and secure personnel files and supporting documentation on employment, pay, sick leave, vacations, leave-without-pay, termination, copies of evaluation and all other personnel matters required by law or by Covenant Health System Policies.
Accounting and Financial Services
- The manager shall be responsible for:
- Monitoring accounting procedures and controls in conjunction with accounting office, or other organizations as the need arises.
- Working with accounting (or other agency) for the development, preparation, and safekeeping of records and books of accounts relating to the business and financial affairs of the practice related to:
- Bank Accounts
- Maintenance of General Ledger System
- Purchasing, Accounts Payable and Payroll
- Quarterly and Annual Payroll Tax Returns
- Budgets
- Quarterly and Annual Compiled Financial Statements
Patient Business Services
- The Manager shall be responsible for establishing and managing the Practice Business Office operations.
- Patient accounting and information management services, including established and administration of the Practice’s automated patient accounting and information management system by which the Practice schedules patient appointments, collects patient revenues, performs practice analysis and periodically reporting and supporting its business office and clinical operations in general.
Clinical Services
- The Manager shall be responsible for establishing and managing the Practice’s clinical services operation which includes:
- Office-based and hospital rounds
- Nursing services
- Clinical support
- Patient appointment scheduling
- Clinical outreach services
Practice Support Services
- The Manager shall have operational management responsibilities for:
- Scheduling of office hours and staff coverage, including the recruitment of temporary clerical or clinical staff as needed.
- Coordinating physician call schedules and coverage rotations.
- Developing routine office hours and appointment parameters to facilitate scheduling of patients for medical office visits and treatments.
- Coordinating patient flow from arrival through checkout to encourage positive flow and patient confidence.
- Developing standardized policies and procedures and evaluate and modify as necessary, to assure the smooth operation of the medical office practice which will include:
- Collection and assembly of patient demographic information;
- Documentation of all medical services provided to patients as part of the patient’s medical record and for the purpose of billing the patient and/or his or her insurance carrier.
- Documentation and communication of employee job descriptions and performance expectations.
- Prioritization of work activities within the office.
- Maintaining and developing promotional brochures, patient information, etc., with the expectation that marketing will assist in these functions.
- Overseeing the practice purchasing and restocking of office and medical supply inventories.
- Ensuring the efficient flow of medical records transcription and correspondence.
- Evaluating and recommending facility improvements.
- Assisting in selecting and managing the participation of health plans the practice participates with or is considering.
- Promote effective relations with patients, government agencies and third party payers.
- Maintaining OSHA Compliance.
- Maintaining CLIA Compliance.
Qualifications
Minimum Education
Bachelor’s degree in Business, with professional development courses in health care management, and some background in medical business management or significant experience.
Minimum Experience
Significant health care or medical administrative management experience in a medical service/medical group organization setting. Must have strong interpersonal, organizational and leadership skills. Skill in exercising a degree of initiative, judgement, discretion and decision-making to achieve organizational objectives. Skill in analyzing situations accurately and taking effective/corrective actions. Skill in establishing and maintaining effective working relationships with employees, policy making bodies, third party payers, patients and the public. Skills in organizing work, making assignments and achieving goals and objectives. Skill in exercising judgement and discretion in developing, applying, interpreting and coordinating departmental policies and procedures. Ability to envision an enhanced organization. Ability to assume responsibility and exercise authority in an organizational setting. Ability to establish and maintain quality control standards. Ability to organize and integrate organizational priorities and move the organization towards its goals. Ability to prepare and present comprehensive reports, proposals and presentation. Knowledge of the principles and practices of health planning and management sufficient to manage, direct and coordinate the operation of a medical clinic organization. Knowledge of the purposes, organization and policies of the community’s health systems sufficient to interact with other health care providers. Knowledge of the policies and procedures of the Practice sufficient to direct its operations and to provide effective patient care. Knowledge of the principles and practices of employee development sufficient to ensure organizational productivity. Knowledge of management information systems and applications.
Licensure Requirement
None
