BMS PRACTICE MANAGER

Bloomington Medical ServicesPractice ManagerJob Summary

The Practice Manager is responsible for ensuring the effective and efficient daily operations of assigned Bloomington Medical Services (BMS) primary care and specialty practices. Under the direction of the Chief Operating Officer (COO) and Director, the Practice Manager collaborates with physicians, advanced practice providers, clinical and clerical staff, organizational leadership, and other stakeholders to support high-quality patient care, operational excellence, employee performance, and the financial viability of BMS services.

The Practice Manager provides direct leadership and operational oversight of assigned practice locations and is responsible for staffing, workflow, employee development, regulatory compliance, financial performance, patient experience, and continuous improvement.

Job RequirementsEducation

Bachelor’s degree in a healthcare-related field, business administration, management, or a related field preferred.

Minimum Experience

• Minimum of two years of experience in medical office supervision, healthcare operations, or a comparable leadership role.
• Working knowledge of medical office operations, budgeting, billing, collections, revenue cycle processes, and computer systems.
• Demonstrated ability to communicate effectively with physicians, employees, leadership, patients, and other stakeholders.
• Strong analytical skills with the ability to identify operational trends, evaluate performance, and recommend or implement corrective action.
• Demonstrated ability to build effective working relationships, gain trust, facilitate collaboration, and achieve consensus.
• Ability to maintain strict business, employee, and patient confidentiality.
• Ability to adapt effectively to changing organizational, regulatory, operational, and patient-care needs.
• Strong organizational, prioritization, problem-solving, and leadership skills.

Physical Requirements and Working Conditions

Physical demands are typical of a management position within a medical office and healthcare environment.

External applicants and current employees who become disabled must be able to perform the essential functions of the position, either independently or with reasonable accommodation. Reasonable accommodations will be evaluated on a case-by-case basis.

Organizational and Position Expectations

The Practice Manager is expected to:

1. Maintain competence in assigned responsibilities and actively pursue opportunities for professional development and continued learning.
2. Share knowledge and skills with colleagues and support the professional development of staff.
3. Promote quality, patient safety, operational efficiency, and responsible resource management.
4. Support an organizational culture focused on excellent service and patient, physician, and employee satisfaction.
5. Deliver accurate, complete, professional, and timely information to patients, families, physicians, employees, leadership, and other stakeholders.
6. Demonstrate an ongoing commitment to quality improvement, safety, service excellence, and operational performance.
7. Treat patients, families, physicians, employees, and organizational partners with professionalism, dignity, and respect.
8. Maintain a patient-centered approach and make reasonable efforts to accommodate patient needs. When a request cannot be accommodated, ensure the rationale and available alternatives are communicated appropriately.
9. Recognize, respect, and value cultural and individual differences within the patient population and workforce.
10. Promote delivery of high-quality, cost-effective healthcare services.
11. Demonstrate pride and accountability in individual performance and work completed as part of the BMS team.
12. Work collaboratively across departments and recognize the contributions of others toward organizational success.
13. Adapt effectively to changing patient, staffing, regulatory, technological, and organizational needs.
14. Accept responsibility and accountability for decisions and actions and serve as a positive representative of BMS.
15. Demonstrate integrity in difficult situations and provide factual, accurate information in accordance with legal, ethical, regulatory, compliance, and organizational standards.
16. Demonstrate knowledge of and compliance with BMS policies and procedures, including Environment of Care, Infection Prevention, patient safety, and regulatory requirements.
17. Meet BMS attendance, punctuality, and notification standards.
18. Maintain confidentiality of patient, employee, business, and organizational information in accordance with HIPAA, BMS policies, and applicable laws.
19. Ensure employees maintain required licenses, certifications, competencies, education, and other position requirements.

Job-Specific ResponsibilitiesLeadership and Staff Management

1. Responsible for the recruitment, onboarding, assignment, scheduling, coaching, development, supervision, and evaluation of assigned staff.
2. Provide day-to-day leadership to employees and ensure work is completed accurately, efficiently, and within established standards.
3. Maintain adequate staffing levels to meet operational and patient-care needs.
4. Evaluate employee performance in relation to organizational expectations, department objectives, productivity standards, patient experience, and job responsibilities.
5. Complete annual and other required performance evaluations by established due dates.
6. Maintain appropriate employee time and attendance records and monitor compliance with organizational attendance standards.
7. Apply personnel policies consistently, fairly, and equitably.
8. Recommend personnel actions when appropriate, including salary adjustments, promotions, transfers, corrective action, discipline, termination, vacation schedules, leaves of absence, and performance improvement plans in accordance with BMS policy and leadership direction.
9. Communicate required meetings, education, in-services, and organizational updates to staff.
10. Ensure staff attendance and participation in mandatory meetings, education, competencies, and in-services.
11. Develop or revise operational staff job descriptions as needed and obtain appropriate leadership approval.

Practice Operations

1. Provide direct oversight of the day-to-day operation of assigned practice locations.
2. Oversee operational functions including, but not limited to:

• Patient scheduling
• Registration
• Telephone operations
• Clinical support
• Medical records
• Referral and authorization processes
• Transcription, when applicable
• Staffing and coverage
• Workflow management
• Patient access
• Patient experience
• Revenue cycle support

1. Regularly review practice and organizational workflows and implement appropriate changes to improve productivity, efficiency, patient access, quality, and customer service.
2. Identify operational barriers, trends, and opportunities for improvement and develop appropriate corrective or improvement plans.
3. Support standardization of workflows and processes across BMS practices when appropriate.
4. Participate in onboarding and integration of new physicians, providers, employees, and practices.
5. Assist in physician and provider recruitment activities as requested.

Strategic Planning and Performance Improvement

1. Assist organizational leadership with strategic planning.
2. Participate in establishing organizational and departmental goals and work collaboratively with leadership to achieve established objectives.
3. Assist in the development, implementation, and revision of organizational policies, procedures, workflows, and standards.
4. Maintain and update applicable policy, procedure, and training materials to ensure alignment with current professional standards and BMS practices.
5. Monitor, document, analyze, and report key operational and performance improvement metrics.
6. Develop action plans when performance does not meet established targets.
7. Participate in continuous improvement initiatives and support implementation of sustainable process improvements.
8. Provide periodic operational and performance reports to organizational leadership.

Financial Management

1. Assist in the development and administration of annual operating and capital budgets.
2. Monitor departmental financial performance and support adherence to approved budgets and organizational financial goals.
3. Promote efficient and cost-effective utilization of staff, supplies, equipment, and other organizational resources.
4. Identify opportunities to optimize revenue, reduce unnecessary expense, and improve resource allocation.
5. Monitor operational compliance with applicable collection, purchasing, pricing, expenditure, and revenue cycle processes.
6. Monitor performance related to patient co-payments, outstanding balances, and other established collection objectives.
7. Approve purchase requests within established organizational authority and guidelines.
8. Oversee supply and equipment inventory and maintain adequate inventory levels while minimizing unnecessary excess.
9. Participate in the evaluation and implementation of systems and reports needed to analyze financial and operational performance.
10. Review appropriate reports and provide recommendations to organizational leadership based on identified trends.
11. Evaluate and make recommendations regarding managed care participation or other contractual arrangements when assigned.

Compliance and Regulatory Responsibilities

1. Ensure assigned practices and staff comply with applicable local, state, and federal laws and regulations.
2. Ensure compliance with standards governing professional practice, patient privacy, safety, infection prevention, licensure, competency, and organizational operations.
3. Support compliance with requirements established by relevant regulatory, accrediting, payer, and governmental agencies.
4. Maintain appropriate safeguards for confidential patient, employee, financial, and organizational information.
5. Identify potential compliance concerns and communicate or escalate issues through appropriate organizational channels.

Organizational Collaboration

1. Participate in BMS management and leadership meetings as assigned.
2. Attend meetings as requested by the COO, Directors, or other organizational leadership.
3. Develop and maintain effective working relationships and communication throughout BMS, Wooster Community Hospital, and external organizations.
4. Under the direction of organizational leadership, collaborate with Wooster Community Hospital departments regarding services and operational support provided to BMS.
5. Coordinate with vendors and outside organizations and ensure appropriate agreements or contracts are established when necessary.
6. Collaborate with physicians, advanced practice providers, clinical staff, clerical staff, revenue cycle personnel, hospital departments, and organizational leadership to resolve operational issues.
7. May assume designated responsibilities of senior operational leadership in their absence when assigned.
8. Perform other duties and responsibilities as assigned.