Companies you'll love to work for

Physician Office Manager

VitalWare

VitalWare

Operations
Thibodaux, LA, USA
Posted on Wednesday, July 10, 2024

Join one of the nation’s leading and most impactful health care performance improvement companies. Over the years, Health Catalyst has achieved and documented clinical, operational, and financial improvements for many of the nation’s leading healthcare organizations. We are also increasingly serving international markets. Our mission is to be the catalyst for massive, measurable, data-informed healthcare improvement through:

  • Data: integrate data in a flexible, open & scalable platform to power healthcare’s digital transformation​

  • Analytics: deliver analytic applications & services that generate insight on how to measurably improve​

  • Expertise: provide clinical, financial & operational experts who enable & accelerate improvement​

  • Engagement: attract, develop and retain world-class team members by being a best place to work​

Role: Physician Office Manager - Thibodaux Pain Management Clinic

Team: Tech-Enabled Managed Services (TEMS) - Ambulatory Services

Location: Thibodaux, LA

PRIMARY PURPOSE/FUNCTION:

Responsible for the coordination and supervising of operations for the Physician Office practice assigned.

PRIMARY RESPONSIBILITIES:

  • Plans, Organizes, Coordinates and directs the activities of the clinic in compliance with the mission, vision, goals and objectives of TRHS.
  • Understands and promotes decisions based on the goals of the entire organization.
  • Works with the Vice President of Network Development and the Director of Clinic Operations to develop and implement strategic plans and organizational policies that are consistent with overall hospital goals and objectives.
  • Maintains, implements, monitors and insures compliance with practice policies and procedures.
  • Develops standards and workflows to measure department activities.
  • Maintains proficiency by attending job-related courses, seminars, and meetings.
  • Recognizes and observes all safety regulations.
  • Maintains professional and patient confidentiality.
  • Serves as staff and physician liaison by establishing regular meetings with the physicians and staff within the clinic.
  • Initiates risk assessments by actively coordinating and monitoring identified risk areas. Also, participates in assessing and resolving patient complaints.
  • Troubleshoots problems and issues with a hands-on approach.
  • Monitors and/or supervises preventive maintenance schedules and/or quality control of front office equipment.
  • Monitors/supervises patient check-in/check-out procedures.
  • Assists in developing, implementing, and maintaining medical office operating procedures accessible by the clinic staff.
  • Monitors/supervises the clinic front office procedures and develops good patient/doctor work- flow.
  • Monitors/supervises inventory and ordering of all medical office supplies through direct review and approval of all practice requisitions.
  • Reviews, monitors, and evaluates the use of supplies and services to promote cost effective operations of the department.
  • Reviews and monitors quality metrics by payer by practice by provider. Initiate process improvements where metrics are not meeting benchmarks or goals assigned.
  • Reviews and monitors patient satisfaction in detail by practice, provider and subcategory. Coordinate a quarterly action plan with the clinic staff focusing on opportunities for improvement. Assume ownership to implement process improvement methodologies where needed.
  • Monitors/supervises compliance with OSHA, DEA, CLIA, JCAHO and government guidelines where applicable.
  • Assists in developing, implementing and maintaining a clinic procedure guide for the EMR functions in the clinic.
  • Monitors/supervises all end of day, weekly, and monthly practice reports.
  • Completes assigned action plans for areas not meeting clinic goals; patient satisfaction, rejects for billing, upfront collections, denials, completion of charge entry timely, quality measures, meaningful use measures, and other indicators assigned by management.

Staffing, Personnel and Human Resources:

  • Ensures information regarding the status of departmental goals and objectives is made available to all employees.
  • Plan and coordinate educational programs for the clinic.
  • Reviews, monitors and evaluates work schedules, work flow, work hours, and staffing to promote the most cost efficient operations of the department. Consistent with the budget and recognized standards.
  • Insures that cross training occurs and develops training programs for all staff positions.
  • Responsible for the developing and recommending of office staffing levels.
  • Monitor/supervises staff time sheets/time cards according to Human Resources policies.
  • Develops and communicates staff expectations through written job descriptions and annual reviews.
  • Pro-actively promotes good associate relations and morale within the department and between other hospital departments.
  • Encourages and utilizes staff participation and team building.
  • Monitors employee satisfaction and process improves in opportunity areas

Financial:

  • Ensures adequate information flow to the Director of Clinic Operations regarding department and physician operation and performance.
  • Ensures adequate information flow to the individual physician regarding practice and department operational and financial performance.
  • Reviews and analyzes monthly data of financial operations on an ongoing basis and understands and can explain information.
  • Ensures knowledge and proficiency of the assigned clinic’s charge master.
  • Provides or coordinates information and guidance to all staff on coding and billing procedures.
  • Working knowledge of the current fee schedule and charge codes.
  • Monitors/supervise all money transactions.
  • Asst with the profitability analysis for specific charge codes or product line to validate cost versus reimbursement is positive.
  • Assist with the justifications of capital purchases and improvements as part of an overall financial and strategic plan.
  • In the absence of a patient account representative, will perform billing, follow-up and customer service functions.

Liaison Professional Billing:

  • Ensures adequate information flow between the outsourcing billing vendor and the clinic.
  • Ensures adequate information flow between the clinic and the HIM department.
  • Ensure all account checks, Laserfiche and tasks are completed timely by the clinic.
  • Assist Director of Clinic Operations on special request for billing.

Marketing:

  • Responsible for assisting the Marketing Department with the marketing of the practice assigned.
  • Assist with the development of the Strategic Market Plan for the clinic in cooperation with the Vice President of Physician Services, and the Director of Clinic Operations.
  • Assist with the development of future managed care plans in an effort to increase market share.

SERVICE EXCELLENCE:

  • Provides prompt, courteous service to all internal and external customers. Prioritizes and addresses customer needs and demands in a professional manner, providing follow-up and developing cooperative relationships.
  • Identifies opportunities and recommends methods to improve customer service, work processes and financial performance. Assists in design and implementation of quality improvement initiatives on departmental and organizational levels.
  • Assists team members in completion of tasks and assignments to ensure continuity of service. Orient new co-workers and actively support team development.

AGE SPECIFIC CONSIDERATIONS:

May provide patient care for people of the following age group:

  • Neonates (Birth – 28 days)
  • Pediatrics (29 days – 14 years)
  • Young Adult (15 years – 24 years)
  • Adults (25 years – 64 years)
  • Geriatrics (65 years and older)

QUALIFICATIONS:

Educational and/or Professional Qualifications:

1. Bachelor’s Degree preferred.

Previous Experience:

Three to Five years billing and practice management experience. Prior supervisory experience required.

Other Special Training/Skills:

Excellent communication skills (verbal and written) Excellent computer skills. Public relations skills. Evidence of good judgement.

SUPERVISION EXERCISED:

Supervises office staff.

CONTACTS INSIDE AND OUTSIDE THE ORGANIZATION:

  • Daily contact with supervisors/managers
  • Daily contact with patients/family members
  • Daily contact with coworkers
  • Daily contact with providers

EQUIPMENT, MATERIALS, AND VALUABLES:

  • Patient care equipment
  • Computers and other office equipment

SCHEDULE:

Typical hours are Monday through Friday from 8:00 AM until 5:00 PM. May be required to work additional hours as needed including evenings, nights, and weekends.

PHYSICAL EFFORT:

[Note: In terms of an 8 hour day (shift length), “Occasionally” equals 1-33%, “Frequently” equals 34-66%, and “Continuously” equals 67-100% of the time].

  • Intermittent sitting, standing, and walking.
  • Frequent bending, squatting, kneeling, reaching, twisting, ladder climbing, and stair climbing.
  • Must be able to see (near, far, and have depth perception), hear, talk, have use of right and left hands, have use of both feet for repetitive movement, have dexterity in fingers.

CONFIDENTIAL MATERIAL:

Confidentiality: Internal customers will have access to patient information on a need to know basis. Those who do access this information will share it with other internal customers only on a need to know basis. Information will be shared with external customers following usual and customary community standards and/or State and Federal laws and regulations. Confidentiality must be maintained on any and all documents and/or information processed.

Information Security and Compliance Responsibilities:

  • Maintain compliance with training directives required by the organization pertaining to Information Security, Acceptable Use Policy and HIPAA Privacy and Security.
  • Adhere to and comply with the organizations Acceptable Use Policy.
  • Safeguard information system assets by identifying and reporting potential and actual security events to the organizations Security and Compliance Officers.

The above statements describe the general nature and level of work being performed in this job function. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned by Health Catalyst.

Studies show that candidates from underrepresented groups are less likely to apply for roles if they don’t have 100% of the qualifications shown in the job posting. While each of our roles have core requirements, please thoughtfully consider your skills and experience and decide if you are interested in the position. If you feel you may be a good fit for the role, even if you don’t meet all of the qualifications, we hope you will apply. If you feel you are lacking the core requirements for this position, we encourage you to continue exploring our careers page for other roles for which you may be a better fit.

At Health Catalyst, we appreciate the opportunity to benefit from the diverse backgrounds and experiences of others. Because of our deep commitment to respect every individual, Health Catalyst is an equal opportunity employer.