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Sono Bello · 12 hours ago

Assistant Practice Manager- Surgical Center

PA - Philadelphia

Full-time

Onsite

Entry, Mid Level

$27.26/hr - $34.08/hr

2+ years exp

Sono Bello is America's top cosmetic surgery specialist, dedicated to providing exceptional patient experiences. The Assistant Practice Manager will assist in overseeing daily operations, ensuring compliance with guidelines, and enhancing patient and staff satisfaction.

CosmeticsHealth CareMedical

Responsibilities

Oversee and support day-to-day office activities in an accredited out-patient surgical facility to include delivering the Sono Bello patient experience, efficiencies of office operations and resolving employee matters

Shares responsibility for the administration of all operations ensuring they follow AAAHC guidelines policies and procedures for operation

Works with the Risk Manager and medical staff to insure AAAHC compliance and managing the office’s QA/ QI reporting processes

Shares responsibility for the administration of clinical staff within the clinic with medical support from the governing body/ AAAHC for appropriately licensed staff members

Model company values as specified in the Sono Bello mission statement and demonstrate a “does whatever it takes” approach

Responsible for tracking ADP errors and punches. Reporting and communicating to PM

Auditing logs daily for compliance and addressing concerns

Completing printed nurse and staffing schedules with oversight by the PM’s

Overseeing the INET and BI scheduling tool to insure 100% compliance

Insuring tertiary sales growth working with clinical staff

Champion action plans for achieving company goals

Communicate with the governing body, executive management, physicians supporting functions and center employees through regular discussions, meetings and visual demonstrations

Resolve issues in a real-time environment, such as employee relations, customer service, ordering or materials requisitions, financial issues, patient complaints, etc

The Assistant Practice Manager is responsible for insuring that all operational clinical requirements follow AAAHC guidelines including those that fall under the responsibility of medical staff such as all safety and surgical logs

Facilitate and assure top quality communication among patients, doctors, employees, and Corporate Administrative Staff

Assure that patients and physicians are treated with appropriate respect at all times as dictated by Sono Bello’s Rights and Responsibilities document and Sono Bello standards

Constantly assess patient flow, wait times, and schedules. Take action to resolve delays and maximize patient comfort

Must be fluent in all Sono Bello policies along with the policies and operational guidelines of the AAAHC processes with assistance from the Risk Manager

Work with human resources, the corporate risk manager, credentialing manager (for medically licensed staff members) to ensure that all new hire paperwork is completed and forwarded to corporate offices. Review clerical and personnel records to ensure completeness, accuracy, and timeliness

Acquire approval of all performance reviews, verbal warnings, and written warnings from HR Manager prior to reviewing with staff member

Assist in the creation and maintenance of all staff schedules (Physicians, Medical staff, Administrative). Create and maintain vacation and leave schedules for office employees

Provide coverage as needed for staff members (as applicable). Accountable for overtime hours and maintaining staffing levels necessary to maintain the mandated standard of care. It is specifically noted that the Assistant Manager will spend a considerable amount of time working in back up capacity at the front desk as it is the life blood position of the practice

Complete payroll functions including reviewing employee timecards and surgical tracking logs for accuracy. Feb 2023

Ensure adherence to compliance with company policies and procedures at all times

Assure that the office’s physical facilities are properly maintained and in excellent condition at all times for patients. Build working relationship with Property Management to insure Sono Bello’s facilities meet the standards of an accredited outpatient surgical facility

Audit office practices, documentation, and processes to assure adherence to AAAHC and company’s policies and procedures, including but not limited to: auditing patient charts, monitoring interactions with patients, quality-control of various accounting reports, etc

Perform administrative tasks required by the business, e.g. bank deposits, process invoices, reports, etc

Act with integrity to maintain patient confidentiality and insure HIPPA compliance at all times while maintaining PHI logs

Staffing coverage at front desk for EOM

100% INET scheduling and standards compliance by managing FDC’s

Monitoring incident reporting process is complete and accurate

Communicate with colleagues in roles of similar responsibility to exchanges ideas, troubleshoot and learn best practices

Maintain proper security of in-house medications as dictated by policy

Ensure Center is in-line with all medical regulations that are required of business model, i.e. OSHA, HIPAA, state and federal regulations

Share responsibility for the confidentiality, security, and physical safety of patient and clinical records

Responsible for the timely retrieval of individual records upon request

Supervise the collection, processing, maintenance, storage, and appropriate access to and usage of clinical records

Responsible for the security of the clinical record including a method of tracking who accesses the record in order to block unauthorized access

Greet patients, introduce them to the center, and make sure schedule reflects appointment status

Responsible for growing patient referrals through great customer service

Review clerical and billing records to ensure completeness, accuracy, and timeliness

Oversee the maintenance and accountability of the schedule book

Enter payments on computer and credit card transactions

Log payments received throughout the day, and document as needed

Verify all invoices are accurate. Work with Practice Manager if there are any discrepancies so they can be corrected as needed

Ensure deposit slips are filled out for all received and cash and checks, and deposits are made in a timely manner

Special projects as assigned

Qualification

Medical Office ManagementAAAHC ComplianceSurgical Facility OperationsMS Office ProficiencyAudit ExperienceCustomer ServiceCommunication SkillsProblem Solving

Required

BA/BS Degree or equivalent combination of education and experience

Two or more years of experience in a fast-paced operating room

Experience in Cosmetic Practice or previous Medical Office Management a plus

Possess experience or ability to perform audits utilizing established standards and systems, with the ability to communicate results and deficiencies in a manner that will impact outcomes

Must be proficient with MS Office and have the ability to learn a variety of computer operating systems

Ability to handle sensitive and confidential matters in an appropriate way

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals, and technical journals

Ability to write reports, correspondence, and procedure manuals

Ability to effectively present information and respond to questions from groups of customers or employees of the organization

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals

Ability to conduct analysis of data from differing data sources with the ability to infer and summarize results

Ability to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Requires using the telephone and computer while communicating with internal and external customers and vendors

Employee will sit for several hours each day but will also need mobility and ability to stand and walk for periods of time

Employee may need to lift up to 20 pounds on occasion