Job Description

Advanced Urology Institute (AUI) is recognized, both locally and nationally, as an independent organization of urologists which is deeply rooted in our mission of “Advancing Patient-Centered Urologic Care”.

PRACTICE MANAGER/OFFICE MANAGER

Department: AUI Clinical Department

Reports to: Chief Administrative Officer

Supervises: None

Overtime Status: Exempt

GENERAL SUMMARY OF DUTIES:

The Practice Manager is Responsible for the efficient daily operations of the physician practice, while providing positive leadership to all practice team members. Physician practice managers work closely with the physicians developing business strategies, formulating budgets, and dealing with daily operations. The Practice Manager professional is in charge of making sure the practice is running smoothly and successfully.

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

• Implement policies and procedures for the practice.
• Direct and supervise team members at assigned site locations.
• Analyze requisitions, purchases, and other business information.
• Responsible for evaluating team member needs to ensure adequate staffing.
• Responsible for the activities of office team. Part of the duties in this regard include managing the recruitment process, carrying out/coordinating training for newly recruited team, and ensuring completion of the 90-day onboarding checklist.
• Immediately resolves issues that may arise amongst team members and carry out regular team members performance checks in accordance with AUI policies.
• Schedules (weekly/monthly/or as necessary) meetings with team members on a regular basis and maintain attendance and minutes of the meetings.
• He/she encourages good relationship between team members and patients, making sure patients are aware of services available and helping them to access it.
• Prioritizes and/or manages team member workload, appropriately assigning duties to them.
• Adjusts schedules as needed during team members absences; monitors attendance.
• Review weekly time records of office team; monitor overtime.
• Serves as a resource to all members of departments and ancillary sites as needed.
• Serves as a liaison between physicians and other clinical areas to facilitate and resolve daily operational needs.
• Advise CAO of any potential concerns/problems at any of the site locations of the practice.
• Maintain positive and professional attitude with all internal and external customers.
• The practice manager makes sure that laws that guide health practice are adhered to at all times by regularly reviewing office policies and ensuring that all physician licenses are up to date and that the office meets all safety standards.
• Facilitate and provide specialized training as needed.
• Serve on any committees as assigned.
• Cross-trained in all areas of the office.
• Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge:

• Knowledge of Electronic Health Record (E.H.R) for auditing, error correction, training and reporting.
• Knowledge of medical terminology.
• Knowledge of front office processes to include end-of-day procedures
• Knowledge of practice management systems functionalities and proper administration of information that should be captured and maintain in the system
• Knowledge of principles of employee development to ensure appropriate training and mentoring of team members.
• Knowledge of office technology. In particular, Excel and payroll systems.
• Sufficient knowledge of policies and procedures to accurately answer questions from internal and external customers.
• Knowledge and understanding of patient confidentiality HIPAA and OSHA guidelines.

Skills:

• Skill in identifying problems, researching, and recommending solutions.
• Skill in developing and maintaining high level of quality care/quality assurance.
• Skill in exercising high degree of initiative, judgment, discretion, and decision making.
• Skill in establishing and maintaining effective working relationships with other employees, organizations, and the public.
• Skill in processing information — compiling, categorizing, calculating, tabulating, auditing, or verifying information or data.

Abilities:

• Ability to manage the overall physician practice services and build consensus among team members.
• Ability to communicate and work effectively with diverse individuals at all levels of the medical practice.
• Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software.
• Ability to handle many tasks simultaneously and deal effectively with changing priorities.
• Ability to communicate in writing, over the telephone, and in person with office team and physicians.
• Ability to verbally communicate complex concepts in English and address sensitive situations, resolve conflicts, negotiate, motivate and persuade others.
• Ability to recognize, evaluate, solve problems, and correct errors.
• Ability to conceptualize workflow, develop plans, and implement appropriate actions.
• Ability to maintain confidentiality of sensitive information.
• Ability to make decisions that are guided by precedents, policies, and objectives.
• Ability to set goals and priorities for functional areas.
• Ability to communicate complex information in English effectively in writing to all levels of the team, management and external customers across functional areas.
• Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows.
• Ability to multitask, prioritize, attention to detail, extensive problem-solving skills & implementation, strong collaborative and teaming skills.
• Ability to exude energy in producing & delivering results.

EDUCATION:

• Degree in Management or equivalent experience.
• Computer Training

EXPERIENCE:

• 3-5 years supervision in an ambulatory or office setting required
• Computer Literate with exposure to billing and practice managements systems.

WORK ENVIRONMENT:

Requires frequent lifting and carrying items weighing up to 30 pounds unassisted, including assisting patients when required. Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting and sitting, with some heavy lifting, pushing and pulling exerted regularly throughout a regular work shift. Requires exposure to communicable diseases, bodily fluids, medicinal preparations and other conditions common to a clinic environment.

MENTAL/PHYSICAL REQUIREMENTS:

Hearing: Adequate to perform job duties in person and over the telephone. Able to use

Stethoscope and respond to verbal questions.

Speaking: Must be able to communicate clearly to patients in person and over the telephone.

Vision: Visual acuity adequate to perform job duties, including visual examination of patient and reading information from printed sources and computer screens.

AUI is the fifth largest, and expanding, urology practice in the United States. AUI offers competitive benefits that include a retirement plan, medical, dental, vision and life insurance.