Manager of Outpatient Practice - Medicine Clinic - MMC

Job Details

Description

Definition:

The Practice Manager is responsible for overseeing the day-to-day operations the outpatient clinic(s). Their primary role is to ensure the smooth and efficient functioning of the practice by managing administrative tasks, supervising staff, and implementing policies and procedures.

Distinguishing Characteristics

This role requires strong leadership, strategic thinking, and a commitment to delivering high-quality patient care. This position requires a high proficiency in using report software and data analytics to provide accurate and timely reports to management. Additionally, this person must have strong analytical, problem solving and attention to detail skills.

This position requires open availability between the hours of 10:00 a.m. and 8:00 p.m. Candidates must be flexible and able to work varying shifts within this time frame based on operational needs.

Essential Functions

• Recruits, hires, and trains administrative and support staff members, ensuring adequate staffing levels.
• Provides ongoing supervision, performance feedback, and coaching to staff members.
• Monitors clinic performance metrics, identifies areas for improvement, and develops strategies to enhance operational efficiency and effectiveness.
• Monitors patient satisfaction and implement measures to enhance the patient experience.
• Collaborates with the administrative leaders to develop strategic plans and goals for the practice.
• Identifies growth opportunities and recommend strategies to expand the practice's patient base and services.
• Oversees the authorization process for medical procedures, tests, and treatments, ensuring timely approval and compliance with insurance requirements.
• Coordinates the referral process for patients requiring specialized care, liaising with specialists and ensuring seamless transitions of care.
• Supervises the appointment scheduling process, ensuring efficient and accurate scheduling of patient appointments.
• Implements and maintains quality assurance programs to monitor and improve the quality of care delivered at the clinics.
• Develops and implements staff schedules, ensuring adequate coverage for all practice activities.
• Conducts regular staff meetings to disseminate information, address concerns, and facilitate collaboration. Fosters a positive work environment by promoting teamwork, professionalism, and open communication among staff members.
• Ensures compliance with all legal, ethical, and regulatory requirements governing the practice.
• Implements and enforces policies and procedures related to patient privacy (HIPAA compliance), medical records management, and data security.
• Maintains accurate and up-to-date documentation, records, and reports as required by regulatory bodies or internal policies.
• Maintains a high standard of customer service, addressing patient inquiries, concerns, and complaints in a timely and professional manner. Responds to patient inquiries, whether in person, over the phone, or via email. Provide information about clinic services, appointment availability, insurance coverage, and general inquiries related to the practice.
• Develops and maintains positive relationships with patients, physicians, and other stakeholders in the community.
• Trains staff on the effective use of technology systems and troubleshoot any issues that arise.
• Collaborates with other healthcare professionals, such as doctors, nurses, and medical assistants, to coordinate patient care.
• Follows established clinic policies, procedures, and protocols to maintain efficient operations and compliance with regulations and standards.
• Other duties as assigned.

Employment Standards

• Bachelor's degree in healthcare administration, business management, or a related field, Master's degree preferred.
• Proven management experience preferably in healthcare administration in an outpatient or ambulatory care setting. Familiarity with outpatient clinic operations, workflows, and regulatory requirements.
• Or Equivalent combination of higher education and experience
• Exceptional interpersonal and leadership skills to collaborate with staff, patients, and other stakeholders. Excellent communication skills, both written and verbal, to interact with patients, staff, and physicians.
• Experience in managing staff, including recruitment, training, performance evaluation, and staff development.
• Familiarity with strategic planning processes to set goals and objectives for the outpatient practice.
• Communication Skills: The candidate should have excellent telephone skills and be able to effectively communicate with patients and visitors both in person and over the phone. Strong customer service skills are essential for providing a positive experience to patients and addressing inquiries.
• Attention to Detail: The candidate should have a keen eye for detail to accurately maintain patient records and accounts. Attention to detail is also important for checking inventory levels, placing orders for supplies, and scheduling equipment service and repairs.
• Multitasking and Time Management: The role requires multitasking abilities to handle various responsibilities simultaneously. Prioritizing tasks, keeping providers on schedule, and responding to emergencies in a timely manner is vital.
• Confidentiality: Maintaining the confidentiality of medical, personal, and financial information is crucial to protect patient rights and comply with privacy regulations.
• Professionalism: The candidate should exhibit a professional demeanor and work ethic, contributing to the overall team effort and accomplishing assigned responsibilities.

Supplemental

Dependent upon assignment, applicants may be required to pass an extensive background investigation, and be fingerprinted. Disqualification for felony, misdemeanor, and traffic offenses will be assessed on a case-by-case basis.

All Kern Medical employees are designated “Disaster Service Workers” through state and local laws (CA Government Code Sec. 3100-3109 and Ordinance Code Title 2 - Administration, Ch. 2.66 Emergency Services.) As Disaster Service Workers, all county employees are expected to remain at work, or to report for work as soon as practicable following a significant emergency or disaster.

If position responsibilities require driving a personal vehicle, then possession of a current valid California Driver’s License and adherence to the Kern County Hospital Authority Vehicle Use and Driving Standard Policy (ENG-EC-119) is required.

If position responsibilities require driving a vehicle owned, leased or rented by Kern Medical, then possession of a current valid California Driver’s license, a signed authorization for Release of Drivers Record Information and adherence to the Kern County Hospital Authority Vehicle Use and Driving Standard Policy (ENG-EC-119) is required.