As an integral member of the pediatric practice team, the Practice Manager should be responsible for making sure that the administrative aspects of the office runs smoothly, managing staff efficiently, and handling patient concerns. A strong Practice Manager can alleviate administrative burden on pediatricians.
The Practice Manager oversees all aspects of the medical office with the exception of direct patient care, with the majority of the work occurring behind the scenes. When selecting a Practice Manager, the following qualities are important to keep in mind:
Strong Communication Skills – Possess strong leadership and communication skills. Must be able to effectively communicate with everyone who passes through the office (physicians, clinical and administrative staff, patients, external vendors, etc).
Behavioral Characteristics – Must be even-tempered, approachable, and have excellent people skills to keep staff motivated and working efficiently.
Conflict Resolutions Skills – Should be able to quickly address, mediate, and resolve conflicts during high-stress situations.
Multi-Tasking Ability and Detail-Oriented – Possess an eye for detail and capable of streamlining routine office processes. The Practice Manager should know when and how to delegate tasks when needed.
As an effective leader, the Practice Manager also influences the atmosphere and relationships of the team and should be effective in:
- Facilitating, encouraging and participating in improvement efforts alongside team members and patients
- Communicating clearly and effectively with team members and stakeholders to ensure forward progress of the practice goals
- Demonstrating humility and displaying interest in team members
- Establishing daily processes that provide the team flexibility to perform as effectively as possible
- Teaching and coaching patiently and with clarity
- Fostering positive and actionable feedback to staff
Practice Manager Responsibilities
The Practice Manager has many responsibilities within the practice and can often be referred to as a "Jack of Many Trades". Below is a list of key duties that the Practice Manager may be responsible for:
Day-to-Day Practice Operations - Staff schedules, conduct team huddles, address patient concerns, meet with providers and external vendors
Strategic Planning - Prepare Return on Investment (ROI) analyses, consider the need for additional providers, and negotiate contracts
Remain Current in Healthcare Trends - Obtain practice management certifications, maintain professional organization memberships, attend continuing education courses/webinars
Human Resources and Personnel - Resolve conflicts, maintain personnel records, hire/orientate/evaluate/ discipline/discharge staff, develop job descriptions and office policies
Billing and Accounting: - Assist with payer contract negotiations, manage billing reports, payroll, prepare budget and variance reports
Legal Compliance - Ensure all federal and state laws and guidelines are followed (eg OSHA, CLIA, HIPAA, FMLA), maintain current licensures and CPR for clinical staff, ensure that medical records are properly stored and released
Manage Expenses - Explore competitive pricing for supplies, bio-hazard waste removal, consultant fees, answering service, etc.