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Forefront Dermatology · 1 day ago

Practice Manager

Libertyville, IL

Full-time

Onsite

Mid, Senior Level

$55K/yr - $70K/yr

2+ years exp

Forefront Dermatology is a healthcare organization seeking a Practice Manager to lead and guide clinic staff while promoting their mission and values. The role is responsible for operational excellence, patient satisfaction, and economic profitability of the clinic.

Cosmetic SurgeryHealth CareMedical

Responsibilities

Analyze trends in revenue, productivity, appointments, workdays and patient flow to maximize practice growth and provider performance

Oversee physician and staff schedules to manage time off in order to maximize patient convenience while also managing practice expenses to maintain practice profitability

Maximizes clinic operational efficiency, customer service, and performance, as well as physician and mid-level provider satisfaction through effective leadership

Weekly check-in for review of clinic operations and planning for upcoming changes including but not limited to: Staff issues, development, and training, and work schedules

Addressing physician, TL, and staff concerns

Coaching on areas of team leader responsibility as needed

Equipment or supply needs and / or issues

Review staffing analysis and staff schedules for the upcoming 3 months presented by TL and provide direction as needed (minimum once per month)

Review office economic performance; assess opportunities to better fill schedules and control supply and labor costs

Review Key Performance Indicators (KPIs)

Support timely collection of patient A/R

Collaborate with Clinic Leadership: Monthly meeting with clinic leadership team (Physicians, Providers, and TLs) for review of clinic operations and planning for upcoming changes including but not limited to: Review office economic performance

Review Key Performance Indicators (KPIs)Discuss and address questions and concerns

Monthly TL Meeting To Present standardized companywide TL meeting topics and PP presentation which include aspects of operational management, customer service, compliance and leadership training

Discuss additional content specific to particular clinic

Provide TL with assignments to present at each monthly meeting

Review office economic performance; assess opportunities to better fill schedule and control supply and labor costs

Complete standard quarterly clinic review and written summary report including but not limited to reception and clinic operations, CLIA, HIPAA, OSHA

Meet with physicians, providers, and TL to review quarterly review report, KPIs and address questions and concerns

Provides Forefront management with written report

Every Friday, provide weekly email summary to physician advisor and VP of Operations a list of the current week’s accomplishments, discussions and challenges and the upcoming week’s schedule

Prepares for and actively participates in required management meetings including but not limited to meetings with VP of operations, physician advisor and other administrative or operational meetings as scheduled

Is the liaison between Support Services and the clinic and bridges the gap between the two to help improve support

Develops and keeps updated TL and Clinic staff training materials in collaboration with RCMs and Support Services managers

Develops content for monthly TL meetings in collaboration with RCMs and Support Services managers

Responsible for overall clinic staffing performance whether completed themselves or through TL

This includes interviewing, selection, hiring, terminations, performance reviews, orientation, training and time and attendance

Directly responsible for clinic TL orientation and accountable for TL performance

Oversees accuracy of clinic staff work schedules and provides feedback to TL as needed

Reviews staff time & attendance reports and manages issues as appropriate

Ensures all staff are trained effectively

Ensures TL leads effective monthly staff meetings

Ensures team leader is effectively managing clinic operations to the satisfaction of the physician and mid-level providers and in accordance with company policies and procedures, values, and mission

Responsible for completion of 90 day and annual staff performance reviews for direct reports

Ensures clinic TL completes staff 90 day and annual performance reviews on time

Provides coaching for TL on completion of staff performance reviews and performance corrections with regards to objective written or verbal descriptors of performance concerns, providing constructive feedback, and accountable and measurable corrective action plans

Coordinates all aspects of new physician or provider orientation and on boarding

Coordinates equipment, scheduling, and all other aspects related to expanding or adding new services to an existing clinic

Ensures clinics are adequately staffed to provide the best patient experience and supports physician efficiency

Responsible for ensuring all clinic and providers deliver the best patient experience for every patient

Ensures effective resolution of all patients concerns

Ensures clinic is compliant with HIPAA, OSHA and CLIA requirements as well as meaningful use requirements and all state regulations

Reports all compliance issues to the compliance committee and helps ensures effective resolution of all compliance issues and incidents

Prepares for and participates in CLIA surveys

Assists in ensuring new policies and procedures are CLIA compliant

Under the direction of the Technical Supervisor, is responsible for maintenance oversight of the quality control and quality assurance records

Coordinates the scheduling and ensures that all Proficiency testing occurs in a timely manner for each proficiency test system where applicable

Coordinates troubleshooting actions with appropriate entities, (Technical Supervisor, manufacturers, consulting companies) when quality assurance, quality control, proficiency issues arise

Provides written Plan of Correction response detail to CLIA deficiencies

Provides staff re-education or discipline as appropriate

Performs annual OSHA inspection with TL and address relevant issues

Maintain written inspection report in on-site OSHA binder

In collaboration with Regional Clinic Managers (RCMs), reviews and updates as needed all clinical policies and procedures annually or more frequently as changes occur

Adherence to compliance and completion of compliance training

Performs other related duties as assigned

Qualification

Dermatology experienceLeadership experienceMicrosoft WordMicrosoft ExcelMicrosoft PowerPointOrganizational skillsCommunication skillsTeamworkConfidentiality

Required

Successful completion of a registered nursing degree, preference given to BSN

Two years of previous work experience in dermatology or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting

Must keep current on state licenses and/or registrations to continue employment

Valid Driver License and driving record that allows for insurability by Forefront Dermatology

Demonstrated leadership experience

Must be able to demonstrate leadership by serving as an example to others with regard to professional behavior, handling multiple tasks, maintaining a positive attitude, and in response to organizational change

Proficiency with Microsoft Word, Excel and PowerPoint

Must possess excellent leadership, organizational, computer, and communication skills

Ability to work effectively and cooperatively with staff, board, clients, and the public

Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team

Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness

Ability to maintain confidentiality of information

Ability to communicate in an active multi-office environment

Ability to efficiently operate all job-related office equipment (telephone, computer, calculator, fax, copier)

Ability to communicate via telephone & email

Ability to sit for large portions of a workday