Assistant Practice Manager, Crofton - Annapolis Pediatrics

Description

For over 70 years Annapolis Pediatrics has provided superior healthcare to the infants, children, adolescents, and young adults in the Annapolis areas and surrounding communities. We commonly care for children of former patients and are proud of the outstanding level of continuity of care Annapolis Pediatrics provides.

This position is responsible for managing the direct day-to-day operational management for our Crofton office which includes our Behavioral Health Department. This position entails working with providers, clinical, and operational staff.  This position includes direct supervisory responsibilities for our behavioral health and medical receptionist staff. It serves as the direct point of contact for providers (MD’s, NP’s and therapists) assigned to those locations.  

This position will be based at our Crofton location and will report to the Practice Manager for Crofton and Edgewater.

Requirements

Duties and Responsibilities

Management

• Directly supervises medical receptionist staff for the Crofton office as well as the Behavioral Health Coordinators to include evaluation of performance, timekeeping, PTO approvals and any applicable disciplinary actions.
• Responsible for creating staffing schedules and ensuring adequate coverage for all assigned areas.
• Works closely with Clinical Lead for Crofton office to foster teamwork between front desk and clinical staff to ensure efficiency and accuracy from check-in to check-out.
• Covers the front desk when needed for lunch coverage and or in the case of uncovered absences.
• In collaboration with the Practice Manager, assists in the hiring process including interviewing and selection.
• In collaboration with Practice Manager, conducts employee and team performance evaluations by coaching, counseling and motivating on a continual basis including the formal review process.
• Responsible for ordering supplies
• Provides effective coaching, feedback, and development action plans to staff.
• In conjunction with the Practice Manager, coordinates regular staff meetings.
• Assures that all patient encounters, whether in person, electronically, telephonic, via other communication links is achieved in a professional, timely and accurate manner and holds staff members accountable to same standards.
• Demonstrates excellent customer service resulting in high patient and family experience scores.
• Responsible for assuring that revenue cycle processes within each site of responsibility are compliant with all requirements for timeliness, completeness, and accuracy; including but not limited to end of day reconciliation, balance collection at the time of service, insurance verification and eligibility.
• Monitor and scrub schedules to ensure accuracy, efficiency, and adherence to scheduling rules. 
• Covers on-call responsibilities one week every month or as needed.

Training

• Train new staff and provide ongoing continuing education and training to all current staff.
• Create training schedules and manuals for newly hired patient representative staff.
• Ensure training period sign off sheets are properly documented, communicated to practice management and forwarded to HR for processing
• Collaborate with practice managers to maintain medical receptionist training manuals and update with new or changed processes and procedures as needed
• To ensure all medical receptionists follow current processes and procedures, the Assistant Practice Manager will evaluate performance (related to performing tasks or following protocols), communicate areas of concern to practice managers, and provide guidance or training “refreshers.” 
• Work in conjunction with the Practice Managers, keeping them aware of training content, schedules and progress, ensuring that any areas of poor performance are identified and remedied. 

Experience and Qualifications

• High school diploma or GED, required
• Associate degree (preferred) or equivalent combination of education and experience.
• Experience in customer service required
• Excellent Communication, Interpersonal, Organizational, Administrative, and Customer Service skills.
• Ability to pay attention to detail and multi-task in a fast-paced environment.
• Proficient in computer systems including electronic health record systems (EHR / EMR)  and MS Office software.
• Must be a team player and be able to work independently with daily responsibilities. 
• Effective verbal and written communication skills. 

This job description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, abilities and working conditions may change as needs evo