Job Description

Job Description

Job Description

Hemisphere, a progressive and growing mental healthcare practice, is seeking a Practice Manager located in San Diego. This leadership role is ideal for a proactive, organized, and people-oriented individual who can oversee day-to-day operations, supervise staff, and implement efficient systems to support growth.

Key Responsibilities

• Oversee the daily operations of the practice, ensuring efficiency and quality of service

• Manage and support the administrative and clinical staff, including scheduling and personnel matters

• Supervise and communicate with third-party billing company; review reports and ensure revenue cycle integrity

• Coordinate Cash receipt reporting alongside our third-party billing company

• Monitor and coordinate provider schedules for maximum efficiency

• Lead marketing efforts to promote practice growth, reputation, and community presence

• Administer payroll, benefits, and general HR functions

• Identify and implement process improvements for streamlined operations

• Serve as the point of contact for internal and external stakeholders, including vendors and partners

• Support the practice owner by independently running operations and identifying areas for strategic improvements

• Select, orient, and train employees and evaluate job performance

• Assign and complete job assignments and work schedules for staff and clinicians

• Monitor time and attendance of employees, including the approval and coverage arrangement for time off, and monitor time and attendance of clinicians

• Coordinate the function of the clinic and ensure that all patients are treated in a timely, professional, and courteous manner, and ensure customer satisfaction

• Ensure adequate coverage and mix of clinicians and support staff for clinical service delivery; arrange for coverage as necessary to maintain services as needed when clinicians and staff are on leave

• Maintain knowledge of the appointment schedule; review scheduling of site daily; review availability of appointments to assist in accommodating patients who request services throughout the day; coordinate access to care with Clinic Managers at all sites; monitor to assure that all patients are reminded on the day before their scheduled appointment

• Periodically review registration paperwork to ensure that all charts, forms, and reports are available before the patient visit; ensure that staff are assessing patient eligibility for programs, and assign staff to assist patients with paperwork to determine which programs benefit the patient

• Observe and monitor patient flow activities throughout the day to ensure that patients are seen in a timely fashion; communicate to staff and patients any delay in serving patients, and assist staff in expediting patient care

• Act as an advocate for patients by communicating patient needs and concerns about their care, treatment, or delay in care to staff, management, and clinicians; seek resolution to concerns; act as a patient ombudsman

• Monitor all patient care staff for appropriate customer service behavior; provide feedback on performance to staff members’ direct supervisors, and participate in the development of a corrective action plan to improve customer service

• Maintain knowledge of all aspects of the clinic operations and the duties of MSR-reception, appointments; fill in to assist with patient flow as needed

• Update employees on all clinic programs by providing information, direction, and monitoring of procedural changes; ensure all staff have received adequate training and supervision in changes, and that all memos are noted and initialed

• Monitor "Failed Appointments" and follow up according to protocol

• Inform employees of in-services and meetings, and arrange coverage for staff to attend meetings as needed

• Record and report any unusual occurrences or incidents; utilize the "variance report" correctly

Qualifications

• Bachelor’s degree in healthcare administration, business, or a related field (preferred)

• Minimum 5 years of experience in a healthcare management or operations role

• Strong leadership and interpersonal skills with the ability to manage cross-functional teams

• Experience in billing review and provider schedule management

• Billing, coding and claim follow up is a plus

• Marketing or practice growth experience is a plus

• HR and payroll experience required; certification is a plus

• Detail-oriented, organized, and highly self-motivated

• Excellent verbal and written skills necessary for communication with patients/clients, clinicians, and other staff

• Ability to interface with all levels of personnel professionally, including people of all social, cultural, and ethnic backgrounds, and within the constraints of government-funded programs

• Ability and willingness to meet the organization’s attendance and dress code policies

• Ability to handle confidential materials and information in a professional manner

• Excellent customer service skills and commitment to providing the highest level of customer satisfaction

• Experience/familiarity with computers, business e-mail, communication systems and internet search capabilities, and proficient in Microsoft Office products, specifically Word and Excel

• Experience in credentialing providers with all major insurance payors. Ensuring up-to-date provider enrollment, re-credentialing, CAQH management and payor compliance

• Experience in insurance verifications/eligibility. Understanding co-payments, deductibles, prior authorizations and mental health carve-outs

• Budgeting and financial management with revenue optimization

Performance Expectations

Success in this role will be measured by:

o Smooth and efficient daily operations

o Accurate and timely payroll and billing processes

o Growth in patient volume and revenue through improved scheduling and marketing

o High team satisfaction and low staff turnover

Compensation and Benefits

• Competitive salary (commensurate with experience)

• Health insurance coverage

• Life Insurance

• Vacation Time

• 401k with match

• Holidays

• Bonus opportunities based on performance

• Supportive and mission-driven team environment

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