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BMS PRACTICE MANJob Summary

The Practice Manager ensures the effective & efficient daily operations of all Bloomington Medical Services (BMS) primary care and specialty offices. Under the direction of the Chief Operating Officer (COO), collaborates with physicians, support staff, and other management staff to ensure the quality and financial viability of healthcare services to BMS patients.

Job Requirements

1. Education

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

2. Minimum Experience Requirement

a. Two years’ experience in medical office supervision and operational duties.

b. Working knowledge of computers, budgeting, billing, and collections.

c. Ability to communicate with all levels of staff.

d. Analytical ability to detect trends in the practices and to recommend or take corrective action.

e. Ability to relate to people to gain confidence and to effectively gain consensus to accomplish group efforts.

f. Ability to maintain strict business and medical confidentiality.

g. Flexibility to adapt to the changing environment.

3. Physical Requirement/Working Conditions

Demands are typical of a management position in a medical office. External applicants, as well as position incumbents who become disabled, must be able to perform the

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essential functions, either unaided or with the assistance of a reasonable accommodation, to be determined on a case-by-case basis.

Organizational & Position Expectations

1. Maintains competence in the job and duties performed and seeks opportunities to learn new skills and shares those skills with colleagues.

2. Embraces quality, safety, and effective resource management.

3. Strives for 100% satisfaction from patient, physicians, and colleagues.

4. Delivers accurate, complete, and timely information to patients, their families, colleagues, physicians, and other stakeholders.

5. Regularly displays a commitment to excellence, quality, safety, and customer service. Strives to continually improve.

6. Respects patients, family members, physicians, and colleagues at all times.

7. Smiles and makes eye contact with patients and other staff.

8. Recognizes that patients are always number one. Accommodates, when possible, patients’ needs. When unable to accommodate a patient’s need, explains the reason to the patient and/or the patient’s family.

9. Understands, respects, and values the cultural differences in our community population and demonstrates the ability to effectively work with everyone.

10. Effectively delivers quality, cost efficient services, and makes those with different backgrounds feel at ease.

11. Takes pride in individual work and work completed as part of the BMS team.

12. Works effectively, values contributions, and jointly strives for success and excellence.

13. Meets the changing needs of our patients and the working environment.

14. Takes responsibility for actions at all times. Acts as an ambassador for BMS, both on and off the job.

15. Shows integrity in difficult situations and presents factual information to comply with organizational legal & ethical, reporting, and compliance standards, as well as the organization’s Code of Conduct.

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16. Demonstrates knowledge of—and complies with—BMS policies and procedures, including Environment of Care and Infection Control standards.

17. Meets BMS attendance, punctuality, and notification standards during the evaluation period.

18. Shares patient information only with co-workers directly involved in the patient’s care who have a medical or business need to know, and ensures that patient and all other confidential information is keep private and secure at all times.

19. Ensures compliance with all licensure and competency requirements.

Job-Specific Expectations

1. Supervision

a. Is responsible for recruitment, assignment, coaching, scheduling, development, and evaluation of staff.

b. Participates in regular meetings as assigned by the COO or VP of Operations.

c. Supervises all assigned staff in the performance of their daily work and ensures overall timeliness and accuracy of department functions.

d. Completes all annual performance evaluations by due date, when assigned.

e. Schedules work. Ensures adequate staffing, and evaluates day-to-day performance in relation to department objectives and established standards.

f. Periodically reviews and analyzes organizational and/or site workflow and makes adjustments to maximize productivity and improve customer service.

g. May recommend salary changes, promotions, transfers, discipline, termination, vacation schedules, leaves of absence, performance appraisals, and other personnel action under the direction of the Chief Operating Officer, and in accordance with established BMS organizational policy.

h. Maintain time and attendance records as needed.

i. Applies personnel policies in a consistent, fair, and equitable manner.

j. Directly responsible for the supervision and the day-to-day operation of all practice locations to include, but not limited to: scheduling, transcription, medical records, and support staff requirements.

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k. Assists with organizational strategic planning.

l. Assists in setting organization goals and works with the COO to meet these goals.

m. Assists in developing and implementing organization policies and procedures.

n. Formulate operational staff job descriptions, obtaining the COO’s approval.

o. Updates organization policy, procedure, and training manuals, ensuring they reflect current professional and BMS practice.

p. Documents and reports to COO on various performance improvement measurements.

q. Develops and enhances timely and cooperative inter- and intra-organizational relationships and communications of a broad scope through BMS, WCH, and with individuals external to BMS.

r. Responsible for notifying staff about scheduled in-services and meetings.

s. Ensures staff compliance with local, state, and federal laws and regulations, including those governing professional practice. Assumes responsibility for meeting requirements specified by relevant regulating agencies and organizations.

t. May perform some or all of the responsibilities of the COO in the COO’s absence, if assigned.

u. Assists in the development and administration of the organization’s annual operating and capital budgets, to provide efficient and cost-effective utilization of resources.

v. Ensures adherence to annual operating budgets, consistent with the organization’s goals.

w. Optimize revenue sources and resource allocation by monitoring operational compliance with credit, collection, purchasing, pricing, and expenditure procedures.

x. Approves all purchase requests within established guidelines.

y. Oversees supply and equipment inventory. Assures an adequate but not excessive inventory of supplies is maintained.

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z. Participates in the design and implementation of management information systems and monitors generation of reports necessary for analysis of the organization’s financial and operating status. Provides periodic reports to the COO.

aa. Evaluates and makes recommendations to the COO for participation in managed care contracts.

bb. Participates in BMS management meetings.

cc. Under the direction of the COO, interfaces with the administrative staff of WCH to ensure appropriate attention to support requirements for the effective operation of the organization, for those support services purchased from WCH.

dd. Ensures contracts are developed with outside vendors/firms, as necessary.

ee. Participates in the recruitment of physicians.

ff. Ensures that personnel meet the objectives established by the COO in terms of co-pay and balance collections.

gg. Always attends mandatory in-services and meetings, or makes arrangements for satisfactory compliance.

hh. Participates in onboarding of new physicians/practices.

ii. Other duties/responsibilities as assigned.

Employee Statement of Understanding

I understand that this document is intended to describe the general nature and level of work being performed. The statements in this document are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. I further understand that my signature does not indicate that I agree with the performance evaluation completed by my supervisor, only that the evaluation has been discussed with me.