PURPOSE: To develop and lead a dedicated team, collaborate with healthcare providers, and contribute to the success and growth of the medical practice.

WORKING HOURS: Full-time position, primarily Monday – Friday with occasional after-hours responsibilities.

QUALIFICATIONS:

• Education:  Minimum Bachelor’s Degree in healthcare administration, business administration or related field required.
• Experience:  3-5 years of medical practice management experience, preferably in pediatrics or family care.
• Leadership Skills: Medical Office Managers must possess strong leadership abilities to effectively lead and motivate a diverse team of office staff, foster collaboration, and create a positive work environment conducive to productivity and success.
• Healthcare Administration Expertise: Medical Office Managers should have in-depth knowledge and expertise in healthcare administration, including medical terminology, billing and coding practices, electronic health records (EHR) systems, and regulatory compliance requirements.
• Communication Skills: Medical Office Managers must demonstrate excellent communication skills to interact effectively with patients, healthcare providers, staff members, and external stakeholders, conveying information clearly, professionally, and empathetically.
• Organizational Skills: Medical Office Managers should have exceptional organizational abilities to prioritize tasks, manage multiple responsibilities simultaneously, and maintain accuracy and attention to detail in administrative operations and record-keeping tasks.
• Problem-Solving Abilities: Medical Office Managers should exhibit strong problem-solving skills to identify issues, analyze root causes, and implement effective solutions to resolve operational challenges, improve efficiency, and enhance patient satisfaction.
• Customer Service Orientation: Medical Office Managers must have a customer service mindset and a commitment to delivering exceptional patient experiences, addressing patient needs and concerns promptly, courteously, and professionally.

DUTIES AND RESPONSIBILITIES:

• Oversee Daily Operations: Manage and coordinate day-to-day operations of the medical office:  staff/resource scheduling, appointment scheduling, patient registration, medical records management, and facility maintenance, to ensure efficient and seamless service delivery.
• 1. Manage EHR system
  2. Collaborate with IT vendors and partners to maintain secure and effective practice technology systems.
  3. Review new patients in vs patients out on a quarterly basis.
  4. Semi-annually review patient satisfaction data; evaluate vendor contrats.
  5. Review contract terms with payers.
  6. Review and renew vendor contracts and insurance agreements.
• Supervise Office Staff:
• 1. Recruit, hire, train, and supervise administrative and support staff to ensure adequate staffing levels, performance standards, and compliance with policies and procedures. 
  2. Develop and implement operational workflows that maximize efficiency and improve patient experiences. 
  3. Serve as the liaison between the providers, staff, patients and external partners. 
  4. Manage payroll approvals and performance evaluations.
  5. Promote a positive workplace culture, fostering teamwork, accountability and professional growth.
  6. Conduct monthly staff meetings to review workflow and performance KPIs.  Address performance concerns and training needs.
  7. Conduct quarterly reviews of all staff for performance; review training needs.
  8. Determine and administrate any disciplinary actions needed.
  9. Annually review and update manuals and handbooks.
  10. Complete annual performance reviews; update job descriptions; review benefits packages.
  11. Be able to fill in as needed for staff shortages.
• Manage Financial Operations: Monitor and manage financial operations, including billing, coding, insurance claims processing, and accounts receivable/payable, to optimize revenue cycle management and financial performance of the medical practice. 
• 1. Develop and manage practice budget. 
  2. Assist with financial forecasting and reporting to ensure practice sustainability.
  3. Track and report on key performance indicators (KPIs)
  4. Review monthly revenue, expenses and payroll accuracy.
  5. Prepare and discuss quarterly financial summary with practice owners.
  6. Review aging reports on a monthly basis and follow up on outstanding claims.
  7. Perform AR clean up annually and conduct financial audit.  Finalize write offs or bad debt reviews.
  8. Monitor payer denials and verify accurate reconciliations of payments and adjustments.
  9. Annually adjust fee schedules for top 5 codes, raising by ~1% per year.
  10. Gather all documents needed for yearly tax preparation.
• Implement Policies and Procedures: Develop, implement, and enforce office policies, procedures, and protocols to maintain compliance with regulatory requirements, privacy laws, and professional standards, ensuring quality, safety, and confidentiality in patient care delivery.
• Facilitate Patient Care: Ensure smooth patient flow and provide excellent customer service by addressing patient inquiries, resolving complaints, and facilitating communication between patients, healthcare providers, and staff members to promote positive patient experiences and satisfaction.
• Coordinate Provider Schedules: Coordinate physician and staff schedules, patient appointments, and facility resources to optimize provider productivity, minimize wait times, and maximize patient access to care while maintaining scheduling accuracy and efficiency.
• Support Quality Improvement: Participate in quality improvement initiatives, performance evaluations, and staff training programs to enhance operational efficiency, patient safety, and quality of care delivery, fostering a culture of continuous improvement and excellence.
• Maintain Compliance: Stay abreast of changes in healthcare regulations, reimbursement policies, and industry trends, and ensure adherence to legal and regulatory requirements, accreditation standards, and organizational policies to mitigate risks and maintain compliance.
• 1. Oversee credentialing and licensing for providers and staff.
  2. Ensure compliance with state and federal healthcare regulations, HIPAA and OSHA requirements.
  3. Develop and implement quality improvement initiatives to enhance patient outcomes and practice efficiency.

Resumes should be emailed to manager@clevelandpediatrics.net.