Practice Manager

Description

Job Title : Practice Manager

Site : WakeMed Raleigh ECAA

Position Summary :

The administrator oversees provider scheduling, payroll, billing, quality, compliance,

performance and non-clinical operations. The Administrator works closely with partners,

site leadership (Chief Anesthesiologist and Chief Anesthetists) in providing operational

leadership support to the Anesthesia team.

Minimum Qualifications :

Five years of related practice management experience

Experience with Microsoft Office, specifically Excel and creating spreadsheets

Healthcare billing proficiency

Experience with scheduling of clinical providers, either directly or in a supervisory

capacity

Preferred Qualifications :

BA Degree

Preferred experience with Epic, Medaxion or EMR systems; Salesforce or other CRM

systems; and QGenda or other scheduling software

Basic project management skills

Solutions-oriented mindset

Core Duties & Responsibilities

The statements described here are intended to describe the general nature of work being

performed by people assigned to this position. They are not intended to be constructed as

an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. In coordination with the RDO, review, analyze and submit billing data and attend

billing review calls to ensure maximum reimbursement and revenue for the

practice.

2. Works with providers to correct documentation errors, researches and provides

supporting documentation and promptly answers questions for follow-up

information to the billing company, while also collaborating with providers to

correct any documentation errors.

3. Ensures all records are complete and included in the information submitted to the

billing company.

4. Coordinates reviews with the RDO and analyzes billing and operational data for

accuracy, as well as develops reports for the practice site(s).

5. Works with the CCI Anesthesia Medical Staff Services department to obtain billing

enrollment documents and documents required for the CCI provider database, as

well as expediting reappointment packets. Additionally, works with the CCI Medical

Staff Services and / or the hospital office to help facilitate credentialing and

privileging of incoming providers or for those providers who need to recredential,

including records of ACLS, PALS, BLS, certifications, TB assessment, Drug

Enforcement Administration (DEA), references and Malpractice insurance, etc.

6. Leads recruitment for site visits and collaboratively works with Recruits & supports

by creating site visit schedules, itineraries, site information and leading the site visit

to ensure providers are offered an exceptional interview visit that meets all their

needs to attract them to the practice.

7. Leads and supports onboarding and students for orientation, EMR training, badges,

scrubs, locker access, orientation folder compilation, onboarding paperwork

completion, etc.

8. Communicates urgent operational issues to the Regional Director of Operations

(RDO) or the Vice President of Operations when the RDO is unavailable, and to

other support personnel as necessary, keeping them informed.

9. Develops yearly, monthly, and daily schedules for assigning providers to shifts

and / or rooms, determining coverage, leaves of absence and vacation coverage,

updating QGenda schedules and communicating them to the appropriate CCI

personnel, anesthesia leadership team and any hospital personnel. Works closely

with site leadership to gather leads and referrals, and collaborates with the Staffing

& Recruitment department to fill scheduling gaps. Tracks provider time off and

inputs the data into QGenda. Handles vacation selection process as needed.

Ensures daily staffing needs are met consistently through rigorous attention to

detail. In collaboration with staffing, escalates to the RDO for unfilled shifts multiple

months in advance with an action plan.

10. Develops and maintains a successful working relationship with key departments

within the health system and CCI to help accomplish anesthesia objectives.

11. Develops and maintains records and files of all active providers, historical records

and anesthesia policies adhering to regulatory requirements, site of service and CCI

requirements. Is prepared to lead and support file audits or regulatory audits.

12. Miscellaneous support based on being the only on-site non-clinical employee,

including scheduling classes for providers, preparing meeting agendas, serving as a

minute taker & meeting lead, assuring blocks from OB and OR are documented and

signed, gathering and helping to complete benefit enrollment and new hire forms.

13. Is responsible for working with the RDO and VP (Vice President) with HR and / or

Medical Affairs, when there are performance, attendance or clinical competency

and quality issues. Drives and reinforces a positive and safe culture by addressing

performance or behavioral issues and implementing best practices.

14. Serves as a liaison between providers for many entities and departments with a

personal stake or role in the practice’s success. Escalates any time-sensitive

concerns quickly to the RDO.

15. Participates and helps lead staff meetings, development of agenda to ensure the

department, CCI and Hospital site of services objectives are communicated,

reinforced and are presented as a unified front for providers.

16. Reports site metrics and operations to Operations leadership and the provider team

on a regular basis. Drives and supports efforts to improve areas of deficiency.

17. Additional duties as assigned.

18. Onboarding and Credentialing : Coordinate the credentialing and privileging

process for new providers and manage their hospital onboarding, including EHR

training.

19. Compliance and Administration : Ensure the practice adheres to all relevant

regulations, including HIPAA and OSHA. Maintain records and files, prepare

meeting agendas, and support administrative functions.

Performance and Quality : Monitor key performance metrics, participate in staff

meetings, and help implement quality improvement initiatives.

Key skills and qualifications :

Education : A Bachelor's degree in a related field like Health Care Administration is

often required, sometimes with a Master's degree preferred.

Experience : Five or more years in a healthcare setting is necessary, with specific

experience in medical practice and clinic management and a history of supervisory

work.

Leadership : Demonstrated leadership skills, including project management,

process improvement, problem-solving, and team building.

Technical Proficiency : Strong computer skills, including proficiency with software

commonly used in medical practices, such as Microsoft Office Suite, electronic

health records (EHRs), and scheduling software.

Interpersonal Skills : Excellent verbal and written communication skills, with the

ability to interact professionally with physicians, staff, and other partners.

Attention to Detail : Strong organizational and time management skills are

essential for managing complex schedules and administrative tasks.

Skills & Abilities

1. Excellent communication skills, both verbal and written.

2. Must have a high degree of personal accountability and initiative.

3. Ability to anticipate the needs of the site Chief, clinical staff and CCI RDO and or VP

of Ops.

Work Schedule

Monday-Friday, day shift with a preference for 0700 to 1600 but can accommodate

Work Environment

Hybrid – remote. Standard home office and typical healthcare office environment.

Work Locations :

Hospital location(s) and the possibility for some hybrid remote work.

Travel :

Travel is required regularly for the role, averaging one week per month, but may vary

depending on site needs. The frequency of company meetings and events is estimated, but

the overall frequency of travel will be based on geographical location and business needs.

If the Anesthesia practice has multiple sites within the geographic area, then travel to

those sites regularly is required. Overall, travel will be based on business needs.