Full Time 40 hours Grade 051 Sleep Center Schedule 7:30 AM-4 PM Responsibilities Position Summary: Under general direction of the Medical Director and Administrator II, and with significant latitude for independent judgment, the Practice Manager/Administrative Assistant (PM) serves as the business manager for the Adult Sleep Center. The PM performs, supervises, coordinates and/or monitors the work activity of employees of the front office and sleep lab, ensures efficient operations that meet both physician and patient needs, assist with the development of goals and objectives and is responsible for annual operating budgets for the office. The PM will demonstrate and maintain a positive work environment by modeling and communicating in a respectful and professional manner with patients, coworkers and supervisors. Occasional evening and weekend work is required to ensure effective lab operations. Responsibilities Operations Management â“ Supervises the overall operation of the Adult Sleep Center Implement procedures for enhancing levels of service and quality. Demonstrate skill in resolving difficult patient complaints and concerns. Implement and enforce medical office policies and procedures. Develop guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary by applying Lean principles. Establish and maintain efficient and responsive patient flow system. Schedule and attend regular meetings with office and lab staff. Prepare weekly schedule for staff ensuring proper staffing to support daily office operations. Train and maintain office specific emergency plan. In collaboration with faculty, directly monitor the work of staff to ensure accuracy and maximum efficiency. Support and uphold policies, procedures, objectives, quality improvement, safety, environmental and infection control and codes and requirements of accreditation and financial performance. Oversee daily management of patient records and assigned work queues. Establish performance improvement goals for the office and lab, remaining in alignment with goals and objectives of the Sleep Center. Attend in-service and other mandatory training sessions. Human Resources â“ Responsible for the following human resource-related responsibilities Responsible for recruiting, hiring, orientation, training, development and evaluation and management of office and lab staff. Assist with management of clinical staff in collaboration with Medical Director. Maintain compliance with employment law. Ensure annual staff mandatories are completed. Ensure adherence to policies and procedures. Promptly and accurately complete required documentation related to hires, terminations, and other status changes. Conduct timely and thorough employee performance appraisals. Effective management of temporary services staff. Perform weekly input and review of payroll in electronic payroll systems.Manages and approves staff requests for time off and overtime. Maintain an âœopen-doorâ policy for staff. Manage staff firmly, fairly and consistently. Financial â“ In collaboration with the Administrator II and Medical Director assist with oversight of the department finances Oversight or performance of billing operations procedures, to include charge entry, balancing of office payments, and verification of charges to providers. Effectively manage within budgeted parameters. Reconcile monthly ledgers. Responsible for control and accuracy of petty cash, cash reconciliation and deposits. Assist with the preparation of justifications for capital purchases. Develop cost reduction and expense management initiatives in collaboration with Medical Director and Administrator II.Hold staff accountable for target achievement. Process pharmaceutical, medical, office and lab supplies and other types of orders timely and accurately from approved vendor lists. Maintain faculty schedules to ensure adequate visit volumes for patient access and financial performance. Analyze and review monthly billing and financial reports. Ensure insurance pre-verification protocols are followed. Quality and Compliance â“ Responsible for maintaining high levels of quality service and environment and compliance with local, state and federal regulation and standards Oversee completion and submission of quality reports, as assigned. In collaboration with faculty, oversee clinical compliance for quality assurance, documentation, and reporting. Ensure compliance with standard, HIPAA, OSHA, TJC and AASM policies. Develop and train /practice for emergency and disaster planning protocols. Understands and enforces patient rights and organizational ethics philosophies. Administrative Duties Attend monthly faculty meetings and other meetings as assigned. Attend in-service and other mandatory training sessions. Act as liaison with property managers to manage and address issues with property/facility. Collaborate with Ambulatory Administration to implement best practices Complete and process expense reports. Administer CME benefits; provide periodic reports to faculty. Regular procurement of office, medical, lab and pharmaceutical supplies. Management and tracking of purchase orders. Routine written and phone communication with faculty, patients, and staff. Vendor relations. Qualifications: College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer four years of administrative experience, including two years of supervisions and one year of management experience in health care. Experience in sleep lab operations preferred. Skills: Knowledge of medical practices, terminology, and reimbursement policies. CPT/ICD-10-CM coding systems. Proficiency with UR Medicine electronic medical records and billing systems. Skill in planning, organizing, delegating, and supervising. Skill in evaluating the effectiveness of existing methods and procedures. Skill in problem solving. Skill in verbal and written communication. Electronic Medical Record (EMR) skills (with training) as outlined below: Navigate all sections of the EMR. Familiar with the horizontal and vertical tool bar functions. Compose and send electronic task. Navigate scanned documents. Enter medication for provider renewal. Manage pharmacy preference. Computer skills as outlined below: Ability to navigate from desk top to a variety of applications. Basic Microsoft Outlook email skills (open new, to, cc, send). Basic electronic filing skills (name a file, save file, save as). Basic typing skills; basic keyboarding skills. Basic proficiency with Microsoft Word, Excel and PowerPoint. Ability to read, interpret, apply, and cross-train staff regarding policies and procedures. Ability to set priorities among multiple requests. Ability to interact with patients, medical and administrative staff, and the public effectively.
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