Tufts Medical Center Practice Manager in Boston, Massachusetts

Practice Manager

Department: Dermatology

Schedule: Full-Time Regular

Shift: Day shift

Grade: 12

Hours: 8:00 - 4:30

Job Details:

  • Bilingual candidates are encouraged to apply

  • Customer service skills are required

  • This position manages all activities and staff for the provision of efficient business office services in a large hospital ambulatory medical clinic or group of clinics.

Ensures:

  • Efficient and effective customer-orientation in assigned ambulatory clinics.

  • Provision of high-quality services by support staff at all sites.

  • Effective oversight of all charge entry and billing procedures.

  • Supervision of all clinic office support staff.

  • Provides support to the Director for monitoring and improving financial performance and operating efficiency.

Responsibilities:

Manages the daily activities of clinical and administrative support staff: including clinic secretaries/medical secretaries, etc. Interviews, trains, evaluate and disciplines staff; makes recommendations to the Manager, as appropriate. Provides workflow analysis and job coaching. Conducts weekly staff meetings, providing effective direction, guidance, and leadership for effective teamwork and motivation. Assist in the ongoing analysis of the department's organizational structure, and business processes. Implements changes to improve the utilization of resources and organizational performance.

Oversees the relationships with the satellite practices and addresses any concerns with flow, reporting, etc. Oversees float staff person that covers certain locations.

Assists in the development and management of the operating budget for the clinic(s). Gathers expense data and recommends changes for the forthcoming year that would reduce expenses without jeopardizing the quality of patient care.

Monitors monthly budget reports. Highlights, and assists in implementing corrective action to eliminate recurring significant variances.

Maintains statistical data and may perform or supervise the production of a variety of reports to measure operational performance. Reviews standardized or customized reports to monitor trends and recommend and implement changes as needed.

Ensures and supervises procedures for the scheduling of patient treatment visits for most efficient patient flow, and for the most efficient utilization of space and physician time. Ensures distribution of schedules to physicians and staff. Ensures quality customer service. Ensures patients and visitors are greeted promptly.

Ensures efficient processes are being utilized to support billing. Oversees daily charge entry and billing procedures. Troubleshoots billing problems with staff and patient accounts. Educates support, nursing and physician staff on new billing codes and procedures. Manages referrals, including the reversal denied charges. Serves as the primary liaison with billing and accounting offices. Oversees the collection of co-payments from patients and daily cash deposits.

Ensures business office support activities for efficient clinic operations. This includes:

  • Medical secretarial support to physicians.

  • The efficient maintenance and retrieval of all medical and business office records.

  • The clinical dictation system and the efficient production of transcribed medical reports, correspondence, etc.

  • The telephone answering system and processes.

  • Coordination of the triaging of patient, referring physician and administrative phone calls with all clerical staff.

  • Oversight of patient encounter and scheduling activities in each clinic site (including patient encountering, referrals, procedure scheduling and follow-up visit scheduling) to ensure that the highest standards of customer service are maintained.

  • Oversight of installation, maintenance and servicing of all computer-based systems for record keeping, billing, clinical documentation, and patient scheduling.

  • Maintains and purchases all clinical office equipment and supplies. Ensures adequate inventory.

  • Coordinates efforts for facilities maintenance.

May be responsible for coordinating the administrative aspects of medical residency/medical fellow training assignments for those assigned to the practice to include scheduling, record keeping, selection processes, etc.

Maintains effective liaison with a variety of staff and management in various departments and functions, such as patient accounts, I.S., Human Resources, Purchasing, Maintenance, Patient Accounts, etc. Resolves a variety of administrative issues.

Ensures the efficient processing of administrative paperwork, such as purchase requisitions, personnel requisitions, HRP's, expense vouchers, timesheets, etc. Interacts with faculty and support staff, patients and families, a wide variety of administrative personnel in Tufts MC support departments such as Payroll, Purchasing, etc.

Ensures compliance of clinic with hospital, Joint Commission, OSHA and other standards.

Prepares, disseminates and periodically updates standard operating procedure manuals for clerical staff and clinical fellows. Provides advice on their interpretation. Communicates and implements hospital policies and procedures in the administrative offices.

Maintains and fosters collaborative team relationships with peers, subordinates and colleagues to effectively contribute to the working group's achievement of goals, and to help foster a positive work environment.

Performs other job related duties as requested or required.

Requirements:

Level of knowledge generally obtained through completion of a Bachelor's Degree in Business

Administration or a related area. Master's preferred. Formal training in health care management preferred.

Three to five years supervisory experience in a complex health care or human services environment, including staff training and development, job coaching and evaluation.

Computer literacy absolutely required, including proficiency with word-processing programs and electronic spreadsheets, familiarity with relational databases (Access), and facility in learning new applications. Ability to learn and use SMS, Patient Keeper and other Tufts MC network programs required.

Excellent knowledge of third party billing regulations and associated operations and processes.

Excellent organizational and interpersonal skills required.

Ability to maintain sensitive and confidential medical information.

Analytic and quantitative skills are needed to design and produce financial and clinical reports to make resource-planning decisions.

Ability to work both independently and as a team member.