Job Description – Carmel Pediatrics, LLC

Position: Director of Operations

Employee Type: Salaried

Days: Full-time (Monday-Friday)

Reports to: Physicians

Summary

The Director of Operations functions as a member of a busy physician practice team in a pediatrics primary care office. This is a multi-faceted role, and the ideal candidate will be an enthusiastic, ability to problem solve, self-starter with superior communication and organization skills, excellent team skills, and is accountable.

Basic Day-to Day Duties

Financial

o Handle all accounts payable in a timely manner

o Review of invoices for accuracy

o Prepare a review and analysis of monthly statements

o Work with accounting firm to ensure all financials are accurate and reconciled

o Submit monthly payments to physicians

o Monitor Chase Bank and Capital One accounts are accurate and have no unusual activity

o Handle all bank deposits

o Monitor and audit expenses periodically to ensure practice is remaining lean

Human Resources

o Oversee all recruiting, hiring, and termination of employees

o Maintain accurate documentation and files on all employees

o Supervision of all three office departments: front desk, nursing, and business teams

o Perform annual reviews on all employees, including nurses (with direction from physicians)

o Payroll: review all employee hours and submit to accounting firm twice a month for processing

o Oversee all Personal Time Off (PTO) to ensure accuracy for each employee and compliant with company employee manual

o Perform onboarding for all new employees, ensuring compliance and accuracy of information

o Organize proper training and orientation of all new employees, including compliance with all government and regulatory agencies

· Act as liaison between employees and physicians

· Organize quarterly meetings with staff, including annual HIPAA/OSHA meeting

· Provide weekly communication (via email) newsletters to update staff on any changes

· Act as HIPAA Security Officer, ensuring office compliance

· Oversee 401k program, ensuring all employees are up to date with necessary changes

· Distribute all 401k legal documents to participants as assigned by Vanguard and company’s financial advisor

· Order and inventory all practice supplies

· Maintain all office equipment to ensure functionality

· Liaison with landlord to ensure office is running smoothly

· Oversee all re-credentialing of current physicians (if new physician is added, oversee all credentialing efforts with contracted insurance companies)

· Renegotiate fee schedules with insurance companies to ensure reimbursement rates are on par with inflation rates

· Submit insurance claims daily

· Research and fix any denied claims from insurance runs

· With collaboration of the business team, oversee all claim control

· Answer billing questions from patients

· Handle all collection efforts for past due balances with patients, and make decisions on submission of accounts to outside collections agency

· Ensure compliance with credit card processing, usually quarterly

· Oversee all physician CAQH accounts, attesting quarterly

· Must be able to sit for long periods of time each day

· Must be able to lift heavy objects over 20 pounds

· All other tasks as assigned by the physicians

Practical Knowledge

· Director of Operations must have a strong knowledge of pediatric medical community

· The candidate must be willing to learn and update current knowledge base as needed

· Must be able to handle a fast-paced and busy environment

Education

· Bachelor’s in business-related field is required

· Master’s in business-related field is preferred

Experience

· At least 5 years of medical office management required

· At least 3-5 years of pediatric office experience preferred

Job Type: Full-time

Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person