What are the responsibilities and job description for the Practice Manager position at University of California - San Francisco?
Job Summary
Under the general supervision of the Assistant Director, the Practice Manager will work independently and have primary responsibility for the supervision of administrative/clerical, support and clinical staff of the Department of Orthopedics at the Orthopaedic Institute and liaison to admitting/registration, radiology, clinical revenue/billing and other Health System departments. The Practice Manager will have responsibility for the Operations of the clinic of the Orthopaedic Institute. The Practice Manager will be responsible for supervising the operational, human resource, regulatory quality, administrative and business functions of the Orthopaedic clinics and the stated responsibilities at the Orthopaedic Institute. The Practice Manager must have the ability to perform and prioritize multiple tasks and work well with staff, patients and providers. A high degree of independence, initiative, assertiveness, customer service and diplomacy are necessary in dealing with faculty, staff and patients in a complex environment.
This position must perform at a level with a high degree of independence and ability for positive problem resolution. The incumbent must demonstrate a proactive approach to identifying issues and must have exemplary follow-up to prompt resolution of identified issues and risks.
% of time | Essential Function (Yes/No) |
Key Responsibilities (To be completed by Supervisor) |
16 | Y | Daily Operations
|
15 | Y | Staffing
|
10 | Y | Clinic Flow
|
5 | Y | Quality Improvement
|
5 | Y | Patient Relations
|
5 | Y | Provider Relations
|
10 | Y | Supervision
|
5
Y
Performance Review, Counseling & Coaching
- Provides regular feedback on employee performance. Writes employee evaluations and establishes performance improvement plans with employees in a timely manner.
- Drafts counseling memos and pursues disciplinary action when needed.
- Evaluations are done in a timely manner.
5
Y
Recruitment/Hiring
- Prepares ERF for budgeted positions.
- Creates and revises job descriptions.
- Interviews candidates for hire in a timely manner. Uses high standards in hiring for excellence.
- Makes and/or approves hiring decisions utilizing a team approach.
- Prepares salary/offer for Director to review.
5
Y
Facilities Mgmt Safety & JCAHO Regulations
- Assures compliance with a broad range of regulatory requirements: medication management, fire and life safety, etc.
- Responsible for assuring practice performs well in safety rounds. Completes monthly online chart audits, SPD audits, INSPECT, etc.
- Establishes plans for improvement to rectify deficiencies immediately.
- Submits work orders in a timely manner to remedy any regulatory issues.
- Ensures annual Safe Patient Handling and Mock Code Blue are completed.
2.5
Y
Information Technology
- Ensures appropriate training and certification of staff in use of all applicable IT systems and applications (i.e., Apex, Cadence, Op-Time, HBS, etc.).
- Ensures proper training for staff and monitoring of patient privacy requirements.
- Keeps abreast of security protocols (i.e., Secure e-mail, procedures re: lost or stolen PHI, etc.) and disseminates widely to staff and providers.
2.5
Y
Health Information Management
- Ensures proper training for staff in the maintenance of patient privacy and all HIPAA requirements with respect to release of patient information, etc.
- Ensures appropriate training, certification and access control of staff in use all clinical data repository systems (i.e., Apex, Cadence etc.)
3
Y
Revenue Management
- Liaison to revenue cycle activities for the Department ($14,000,000).
- Follows up with providers for missing or incomplete encounters.
- Reviews erroneous and open encounters and follows up on line items.
- Identifies common report items and acts proactively to reduce occurrence.
- Reviews denial reports and analyzes detail by denial type.
- Meets regularly and works with billing unit client services rep and director, along with an Ortho team to identify opportunities for improvement. Works with billing unit client services rep to identify opportunities for improvement.
- Depositor for practice or delegates this duty. Supervises cash collection. Ensures that all cash collection deposits are in compliance with training.
- Audits cash handling procedures.
- Monitors co-pay collection activity against expected collections and follows up with staff.
- Utilizes Cadence system report functions.
- Understands research billing requirements and assures correct billing to accounts. Ensures that all research activity in the practice is billed.
- Participates in POD Meetings.
- Ensures that surgeons contact Department Chair directly when authorization is not obtained for surgery.
2.5
Y
Budget and Expense Management
- May provide input into direct expense projections.
- Investigates expense variances under direction.
2.5
Y
Equipment & Furniture
- Flags items for repair and reports safety issues. Submits work orders promptly.
- Identifies equipment and furniture needs for practice, developing budgets and proposals for capital investment.
3.0
Y
Cleanliness & Appearance & General Maintenance
- Responsible for facility management - clinic space, waiting areas and physician hub space.
- Works with Facilities Management and Environmental Services to assure ongoing facility maintenance.
3.0
Y
Other Duties
- Accepts other duties as assigned.
99%
Required Qualifications
- This position requires flexibility to orient and work at all UCSF Medical Center locations.
- BA/BS in related field or equivalent education and experience.
- 3 - 5 years overall experience in related field with 1 -2 years of management responsibilities.
- Excellent verbal and demonstrated written communication skills.
- Proficiency in MS office products.
- Excellent analytical and problem-solving skills.
- Previous experience in medical office practice management.
- Exemplary communication and customer service skills
Required Certifications/Licencse
- BLS
Required Qualifications
- This position requires flexibility to orient and work at all UCSF Medical Center locations.
- BA/BS in related field or equivalent education and experience.
- 3 - 5 years overall experience in related field with 1 -2 years of management responsibilities.
- Excellent verbal and demonstrated written communication skills.
- Proficiency in MS office products.
- Excellent analytical and problem-solving skills.
- Previous experience in medical office practice management.
- Exemplary communication and customer service skills
Required Certifications/Licencse
- BLS
Equal Employment Opportunity: The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.