Practice Manager, BWH Comprehensive Breast Center
PLEASE NOTE: TO BE CONSIDERED FOR THE POSITION, APPLICANTS MUST EMAIL SHAWN BONK AT sbonk@bwh.harvard.edu WITH THEIR RESUME AND INTEREST.
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
The Practice Manager is an integral part of the clinical management team, providing direct administrative and fiscal support for the clinical operations.
The Practice Manager facilitates an excellent working relationship between Brigham and Women’s Hospital and the patient community. The Practice Manager exhibits sound judgment and administrative skills for effecting positive change and delegates responsibility to appropriate staff. As a member of the Division’s management team, performance includes demonstration of the following accountabilities: leadership, communication, mentoring, empowerment, and resource management.
The Practice Manager has operational and financial responsibility of The Comprehensive Breast Center. Through relationship with key clinical partners, practice managers and physician directors, provides strong clinical leadership to strategize and operationally implement clinical priorities.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
- Oversees the personnel management and training of all non-physician and non-contract staff. Responsible for employee recruitment and employee development. Effectively manages and is the primary contact for all aspects of human resources relating to the practice assistants and medical assistants. Recommends the hiring of new staff and ensures proper orientation and training are provided. Ensures job descriptions are up-to-date, makes decisions regarding employee requests, delegates duties, holds monthly staff meetings, coordinates and conducts performance appraisals, monitoring progress and attainment of mutually agreed upon goals for direct reports. Facilitates the development of new and existing staff through individual and institutional activities. Provides opportunities for cross-training and career paths. Mentors other managers, supervisors, and practice assistants. Provides leadership, positive reinforcement and development of new roles within the departments to facilitate staff growth.
- Acts as an intermediary between physicians and staff, sharing information and facilitating development of communication systems for administration, physicians and staff. Provides guidance and support for clinical and administrative staff. Consults with and manages physician schedules and proper resource allocations for room assignments and clinical exam space, ensuring adequate staff coverage and maximum productivity. Responsible for developing appropriate registration, scheduling and administrative policies to assure effective operations. Analyzes and proposes changes in clinical operations to achieve operating efficiency. Manages and recommends changes in information systems and facilities needs and issues.
- Responsible for planning, developing and implementing department operations for The Comprehensive Breast Center.
- Develops and enforces administrative policies and procedures to improve operating efficiency, and reviews and updates policies annually.
- Promotes adherence to regulatory requirements to ensure safety of employees, patients and visitors. Prepares and coordinates for site visits from these agencies.
- Supports the Administrative Director in budget monitoring to manage and control expenditures. Mentors and directs staff to maximize resources efficiently. Maximizes cost efficiencies in the development of supply, equipment and inventory systems, managing operations and ensuring compliance within established budget targets for respective cost centers.
Billing Operations and Compliance
- In combination with the billing manager contributes to the development of internal billing compliance program and ensure that the Department is in compliance with both BWH and BWPO billing compliance policies.
- Works with Department finance manager to identify best practices and process to improve front end billing operations including office collections and referral and registration management.
- Represent the Department on professional and technical billing and collection issues. Maintain a thorough understanding of clinical reimbursement and managed care issues specific to the Department. Identify opportunities to optimize clinical reimbursements.
- Liaison with the Departments billing agent. Works with the agent in determining and resolving billing opportunities and problems.
Other Administrative Responsibilities
- Demonstrates a thorough understanding to ensure the success of the partnership between the Department, the Hospital, the Brigham and Women’s Hospital Physician Organization, and Partners Healthcare System through the development of systems of governance and the development of collaborative relationships.
- Involved in space needs planning for clinical services within the Department. Involved in overseeing the design of space renovations for Clinical facilities, identify and resolve facility problems that arise. Supervise facilities management of clinical space maintained by the Department.
- Supports the establishment of new practices.
- Manage the diverse needs of the practices and physicians, include those related to facilities, information systems, communication, coordination among entities, marketing, managed care, etc.
- In conjunction with the Medical Directors develop and facilitate physician orientation and training.
- Establish and maintain a good working relationship with physicians to identify clinical and administrative needs and implement change.
- In collaboration with the Medical Directors and Technical Operations Manager identify, recommend and implement information systems needs for the practices.
- Perform other duties, as assigned or requested
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
- BS degree required, MS preferred. Previous management experience in an academic healthcare environment, including a minimum of 3 years of supervisory experience.
- Minimum of two years progressively responsible financial management.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
- Must have experience in the clinical delivery of health services as well as leadership experience in a health care facility.
- Must understand the fundamentals of billing charges, collections, and referral management.
- Proficiency with computer spreadsheet software (e.g., Excel).
- Ability to act independently displays excellent judgment and maintains confidentiality.
- Must possess strong analytical skills, sound judgment and organizational skills to manage many competing timetables and responsibilities. Ability to delegate, effectively supervises, and plan for the timely and successful completion of short- and long-term objectives.
- Excellent interpersonal and management skills, with the ability to interact professionally with staff at all levels. Ability to handle sensitive human resources issues, and supervise a large and diverse staff in handling these matters.
- Ability to work under pressure in a constantly changing environment.
FISCAL RESPONSIBILITY: Indicate financial “scope” information, i.e.: size of budget, volume, revenue, etc.
- Responsible for monitoring expense balances, anticipating and detecting financial problems, keeping the Clinical Administrator informed of those problems, proposing solutions, and independently initiating corrective measures.
- Assists Clinical Administrator in developing and monitoring annual operating budget for practices.
- Ensure that operating expenses are reasonable given projected production, staffing and other non-financial goals.
- Ensure that budgeted staffing levels are appropriate to support the targeted visit/production levels, and that the staffing model reflects the most appropriate skill mix given the operations and needs of the Practices.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
PLEASE NOTE: TO BE CONSIDERED FOR THE POSITION, APPLICANTS MUST EMAIL SHAWN BONK AT sbonk@bwh.harvard.edu WITH THEIR RESUME AND INTEREST.