Practice Manager

Current Employees:

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The University of Miami/UHealth Department of Physical Therapy is currently seeking a full time Practice Manager to work in Coral Gables, FL. The Practice Manager provides administrative, clerical and reception support services for the UHealth- Physical Therapy / Rehabilitative Services Department Director and staff.  Handles patient charts, scheduling and billing – outpatient.   Must be able to work independently with little or no direct supervision.  Must be able to work well under pressure and meet deadlines.  Perform duties in accordance with UM/UMH/HIPPA policies and laws.

CORE JOB FUNCTIONS

• Plans and manages office service activities on a daily basis to provide the highest level of customer service to patients.
• Supervise 1-3 staff and 1-3 part time employee or student.
• Initiates reports/correspondence, internally
• Coordinates, analyzes and recommends changes of administrative activities and procedures which may include personnel, budget preparation and record maintenance.
• Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate.
• Initiates appropriate follow-up/action when necessary.
• Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and works with supervisor to identify alternative sources and/or to request funds.
• Negotiates the purchase of office supplies and equipment and oversees receiving and shipping units for office departments.
• Coordinates all personnel actions and paperwork for the department.
• Ensures compliance with University policies regarding searches (affirmative action, dean’s office, etc.); maintains appropriate files and documents; handles correspondence.
• Coordinates meetings, compiles files, and prepares confidential correspondence.
• Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
• Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained.
• Coordinates special projects and events on ad hoc basis as assigned.
• Responsible for departmental P-Card purchases.
• Assists with confidential matters.

49%:

• Perform secretarial and clerical duties including:  scheduling/referrals, creating and maintaining patient medical records, billing, photocopying, filing, ordering supplies, maintain work orders for clinical equipment repair.
• Provides courteous and friendly patient greeting and customer service with every patient entering department, and with every phone call according to UHealth Telephone Etiquette guidelines.  Maintain front desk and phone coverage during all hours of operation.  Retrieves phone messages off answering machine daily, passing on messages as necessary, in a timely fashion.
• Recognize importance of the outpatient patient scheduling process and facilitate obtaining all necessary information to get patients placed on the schedule for evaluations and all follow up visits.
• Prepares new patient records with referral, prescription, consent forms, insurance verification, and complete registration process prior to services being provided.
• Keep sign in sheet for outpatients.
• Maintain patient records according to HIPPA and UMH guidelines.
• Process correspondence requesting patient information, determine if request is within the policies of UMH/UM/HIPPA and the proper release has been completed and signed.
• Identify potential problems within the department, accurately reflecting magnitude, and participate with director and department team-mates for timely resolution, and advise of situations necessitating follow-up.
• Demonstrate an attitude of team-work, problem solving and flexibility.  Be open-minded and supportive of new ideas and systems for enhanced department efficiency and functioning, and work in a collaborative manner.
• Provide staff daily work schedule with updates as necessary.
• Provides daily patient statistical summary including:  therapist, # of modalities per patient, time seeing patients (inpatient and outpatient) and monthly summary within the first two working days of the new month.
• Process all mail and handle necessary correspondence.
• Schedule staff meetings as requested by director.
• Process BERF’s.
• Other duties as assigned.

CORE QUALIFICATIONS                       

Education:

Bachelor’s degree in relevant field

Experience:

Minimum 3 years of relevant experience

Department Specific Functions:

Central Patient Scheduling:

• Serve as the primary team coordinator for patient scheduling across multiple clinics.
• Ensure efficient and accurate scheduling of patient appointments.

Provider Template Coordination:

• Develop and maintain provider templates to reflect appropriate scheduling and time off blocks.
• Adjust templates as needed to accommodate changes in provider availability.

Schedule Opening Cycle Management:

• Maintain a rolling schedule opening cycle for 3-4 weeks out.
• Ensure timely updates to the schedule to maximize appointment availability.

Wait List Management:

• Manage an active patient wait list of over 1,000 patients.
• Schedule patients from the wait list into cancelled slots promptly.

Insurance Payer Alignment:

• Keep the department aligned with changes in the insurance payer community.
• Communicate updates and changes to relevant staff and providers.

Supplies and Equipment Ordering:

• Submit Workday supply and capital equipment orders from consumable inventory data.
• Ensure inventory levels are maintained and equipment needs are met.

Monthly Reporting:

• Participate in the preparation and presentation of monthly reports.
• Analyze data to identify trends and areas for improvement.

Team Supervision:

• Participate in recruiting, interviewing, and hiring new team members
• Provide in-person training support for each new hire
• Supervise a team of 5-8 staff members, providing ongoing training updates as needed
• Provide guidance, support, and direction to ensure team effectiveness.

Performance Appraisals:

• Conduct formal and informal performance appraisals for staff.
• Provide constructive feedback and develop annual TALK appraisals and performance improvement plans as needed.

Specialty Program Expansion:

• Analyze referral volumes and wait list data to identify opportunities for specialty program expansion.
• Make recommendations for expanding programs in specific locations based on analysis.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida’s only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We’re the challenge you’ve been looking for.

The University of Miami is an Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:Full time

Employee Type:Staff

Pay Grade:H9