Clinical Assistant Practice Manager

*Licensed Practical Nurse Licensure is required for this position.

SUMMARY: The Assistant Practice Manager assists the Practice Manager in overseeing the delivery of our trusted brand of service, the Sono Bello patient experience, and the efficient operations of daily business activities. The Assistant Practice Manager puts our patients’ experience, safety and concerns above all else. The Assistant Practice Manager has some responsibility for the performance of each center employee, and is both empowered to and has some accountability for setting expectations and developing employees in their dual roles of building patient and doctor satisfaction.

ESSENTIAL DUTIES AND RESPONSIBILITIES (including but not limited to the following):

• Oversee and support day-to-day office activities in an accredited out-patient surgical facility to include delivering the Sono Bello patient experience, efficiencies of office operations and resolving employee matters.
• Shares responsibility for the administration of all operations ensuring they follow AAAHC guidelines policies and procedures for operation.
• Works with the Risk Manager and medical staff to insure AAAHC compliance and managing the office’s QA/ QI reporting processes  Shares responsibility for the administration of clinical staff within the clinic with medical support from the governing body/ AAAHC for appropriately licensed staff members.
• Model company values as specified in the Sono Bello mission statement and demonstrate a “does whatever it takes” approach.
• Responsible for tracking ADP errors and punches. Reporting and communicating to PM.
• Auditing logs daily for compliance and addressing concerns. Completing printed nurse and staffing schedules with oversight by the PM’s.
• Overseeing the INET and BI scheduling tool to insure 100% compliance.
• Ensuring tertiary sales growth working with clinical staff.
• Champion action plans for achieving company goals.
• Communicate with the governing body, executive management, physicians supporting functions and center employees through regular discussions, meetings and visual demonstrations.
• Resolve issues in a real-time environment, such as employee relations, customer service, ordering or materials requisitions, financial issues, patient complaints, etc.
• The Assistant Practice Manager is responsible for insuring that all operational clinical requirements follow AAAHC guidelines including those that fall under the responsibility of medical staff such as all safety and surgical logs.
• Facilitate and assure top quality communication among patients, doctors, employees, and Corporate Administrative Staff.
• Assure that patients and physicians are treated with appropriate respect at all times as dictated by Sono Bello’s Rights and Responsibilities document and Sono Bello standards.
• Constantly assess patient flow, wait times, and schedules. Take action to resolve delays and maximize patient comfort.
• Must be fluent in all Sono Bello policies along with the policies and operational guidelines of the AAAHC processes with assistance from the Risk Manager.
• Work with human resources, the corporate risk manager, credentialing manager (for medically licensed staff members) to ensure that all new hire paperwork is completed and forwarded to corporate offices. Review clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Acquire approval of all performance reviews, verbal warnings, and written warnings from HR Manager prior to reviewing with staff member.
• Assist in the creation and maintenance of all staff schedules (Physicians, Medical staff, Administrative). Create and maintain vacation and leave schedules for office employees. 
• Provide coverage as needed for staff members (as applicable). Accountable for overtime hours and maintaining staffing levels necessary to maintain the mandated standard of care. It is specifically noted that the Assistant Manager will spend a considerable amount of time working in back up capacity at the front desk as it is the life blood position of the practice.
• Complete payroll functions including reviewing employee timecards and surgical tracking logs for accuracy. Feb 2023
• Ensure adherence to compliance with company policies and procedures at all times. 
• Assure that the office’s physical facilities are properly maintained and in excellent condition at all times for patients. Build working relationship with Property Management to ensure Sono Bello’s facilities meet the standards of an accredited outpatient surgical facility
• Audit office practices, documentation, and processes to assure adherence to AAAHC and company’s policies and procedures, including but not limited to: auditing patient charts, monitoring interactions with patients, quality-control of various accounting reports, etc.
• Perform administrative tasks required by the business, e.g. bank deposits, process invoices, reports, etc.
• Act with integrity to maintain patient confidentiality and insure HIPPA compliance at all times while maintaining PHI logs.
• Staffing coverage at front desk for EOM
• 100% INET scheduling and standards compliance by managing FDC’s.
• Monitoring incident reporting process is complete and accurate.
• Communicate with colleagues in roles of similar responsibility to exchanges ideas, troubleshoot and learn best practices.
• Maintain proper security of in-house medications as dictated by policy.
• Ensure Center is in-line with all medical regulations that are required of business model, i.e. OSHA, HIPAA, state and federal regulations.
• Share responsibility for the confidentiality, security, and physical safety of patient and clinical records.
• Responsible for the timely retrieval of individual records upon request.
• Supervise the collection, processing, maintenance, storage, and appropriate access to and usage of clinical records.
• Responsible for the security of the clinical record including a method of tracking who accesses the record in order to block unauthorized access.
• Greet patients, introduce them to the center, and make sure schedule reflects appointment status.
• Responsible for growing patient referrals through great customer service.
• Review clerical and billing records to ensure completeness, accuracy, and timeliness.
• Oversee the maintenance and accountability of the schedule book.
• Enter payments on computer and credit card transactions.
• Log payments received throughout the day, and document as needed.
• Verify all invoices are accurate. Work with Practice Manager if there are any discrepancies so they can be corrected as needed.
• Ensure deposit slips are filled out for all received and cash and checks, and deposits are made in a timely manner.
• Special projects as assigned.

SUPERVISORY RESPONSIBILITIES (including but not limited to the following):

This position assists in the supervision of employees including front desk, physicians, registered nurses, medical assistants, licensed practical nurses and consultants. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. III. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE BA/BS 

• Current licensure as LPN (required) 
• Two or more years of experience in a fast-paced surgery center.
• Experience in Cosmetic Practice or previous Medical Office Management a plus.

OTHER SKILLS AND ABILITIES

Possess experience or ability to perform audits utilizing established standards and systems, with the ability to communicate results and deficiencies in a manner that will impact outcomes. Must be proficient with MS Office and have the ability to learn a variety of computer operating systems. Ability to handle sensitive and confidential matters in an appropriate way. 

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals, and technical journals. Ability to write reports, correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of customers or employees of the organization. Feb 2023 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. 

REASONING ABILITY

Ability to conduct analysis of data from differing data sources with the ability to infer and summarize results. Ability to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires using the telephone and computer while communicating with internal and external customers and vendors. While performing the duties of this job, the employee is regularly required to use hands or fingers to handle and type. Specific vision abilities required by this job include close vision. Employee will sit for several hours each day but will also need mobility and ability to stand and walk for periods of time. Employee may need to lift up to 20 pounds on occasion.

WORK ENVIRONMENT

This position works in an office environment. The noise level in the work environment is usually quiet to moderate as compared to a private office with light traffic and computer printers. Must be able to travel 1-2 week per quarter to other Sono Bello offices. 

#LI-AH1