Physician Department Business Manager

Who we are: At Arkana Laboratories, everyone has an important role to fill. Come join us and be a part of a team dedicated to making life better for those who need it most.

This place is packed with super-smart people who do their best work together. We work hard every day to advance our understanding of disease and provide world-class care to our patients in hopes of leaving our corner of the world a little better than we found it. While we are committed to improving the lives of thousands of patients, we never lose sight of the realization that they are the reason we get to create change in our field.

Built on generosity, teamwork, and the freedom to try new things, we take great pride in our work. Great ideas come from everywhere in this company and we celebrate each success and failure for the opportunity it gives us to keep reaching. For more than twenty years after our founder, Dr. Patrick Walker, wrote his goals on the back of a napkin, our people, culture, and values have remained strong.

About the position: As the Physician Department Business Manager, you will be responsible for the non-clinical operations and administrative functions of the department. You will oversee other administrative personnel in the department and determine appropriate individual roles/workload to efficiently manage the daily function of the department. You will oversee development and implementation of physician retention strategies. This position will provide administrative support to the Physician Chief and represent them in and outside of the department in matters pertaining to the non-clinical, administrative function of the department.

What you'll do: 

Physician Retention

• Implement the physician retention plan
• Monitor and stay informed of individual physicians' well-being by staying engaged, talking/listening, and working in proximity to them
• Ensure that newly hired physicians are assimilating into Arkana and into the Little Rock community by scheduling regular check-ins to discuss their transition, and taking them to lunch or dinner to discuss a more informal atmosphere

Budget & Finances

• Prepare annual budget based on historical data, projected spending, and discussions with Physician Department leaders
• Review monthly reports provided by the Finance Department; prepare analysis of spending and provide a summary report to the Physician Chief
• Review, approve, and process invoices assigned to the Physician Department
• Review and approve Concur reports for Physician Department
• Monitor and track physician daily case assignments; provide reports
• Compile physician bonus monthly report; ensure it agrees with report produced by the Finance Department

Microscopes

• Maintain a list of all Physician Department microscopes, their locations, and their assigned users
• Liaise between physicians and Delta Optics for repairs, annual maintenance, and part upgrades
• Maintain semi-annual microscope maintenance reports as needed for CUA accreditation and research grants
• Order new microscopes as needed for new physicians and ensure timely set-up; forecast capital expenditure of new microscopes in capital expenses of annual budget
• Become educated on microscopes to ensure understanding of any problems identified by a physician and have the ability to relay the issue to Delta Optics

Physician Spaces

• Assign office space to new physicians and fellows; work with appropriate person to ensure office is furnished properly and in a timely manner
• Long-range planning to ensure office space for graduating fellows and anticipated new hires
• Work with the Facilities Department to address environmental issues with physician offices
• Order occasional furniture, lamps, etc. per physician request, within budget
• During building remodel, ensure physicians have spaces to work, and plan for long-term placement

Supervision/Leadership

• Supervise the Physician Executive Assistant and the Front Office Coordinator positions
• Cross-train on all administrative functions in order to understand the various work of each position and be able to stand in for those positions in case of an absence
• Conduct weekly team meetings with administrative staff
• Goal-setting and performance reviews with administrative staff
• Periodically review job descriptions in comparison to actual duties to ensure accuracy of job
• Encourage and mentor administrative staff for long-term responsibilities and future growth
• Participate in Arkana Leadership meetings and activities
• Participate in quarterly Physician Department Town Hall meetings
• Compile and maintain a Policies and Procedures M