Psychiatric Program Manager - Raleigh, United States - i4 Search Group

Description

Job Description

Practice Operations Manager

Job Title: Practice Operations Manager - Psychiatric Practice

Job Overview: The Director of Operations will be responsible for overseeing all operational aspects of the practice, including daily operations , administrative functions , managing staff, developing and implementing policies and procedures, ensuring compliance with regulatory requirements,( OSHA and HIPAA compliance ) and ensuring that the practice runs smoothly and efficiently. This role involves managing staff, optimizing workflows and ensuring regulatory compliance and fostering a positive patient and employee experience. Manages inventory for entire practice, is sole person responsible for signing Purchase Orders ( effective 05/31/2023) and approval for items within budget set forth moving forward by CEO/ COO. This role manages payroll, PTO, is responsible for benefit management and asset management within the payroll system along with ensuring that Job Reviews are completed in a timely manner either by myself or in conjunction with the CEO, COO . DOAPP, DOBM and OM . CO-Responsible project management of opening the new offices/ Expansions. Liaison between suppliers and organization as well as participating in marketing plans individually as well as interacting with marketing company

Key Responsibilities:

1- Practice Operations Management :

• Oversee and manage all aspects of the practice's operations, including but not limited to day to day operations, including overseeing staffing, and regulatory compliance OSHA / HIPPA
• Manage and coordinate the work of all staff, including hiring, training, and performance management. Implement and maintain standardized policies, procedures, and protocols to ensure consistent and efficient workflows. Including opening new departments, assigning tasks to new departments and new department leads ensuring adequate staffing levels and skill sets to meet patient needs, all the while fostering a positive and collaborative work environment, promoting teamwork, professional growth, and staff engagement. Conduct or oversee performance evaluations, provide constructive feedback, and facilitate ongoing training and development opportunities for staff.
• Develop and implement systems to track and analyze practice performance and make recommendations for improvements.
• Work with the clinical team to ensure that patient care is of the highest quality and that patient satisfaction is maximized.Monitor and assess operational performance, identifying areas for improvement and implementing strategies to enhance productivity and patient satisfaction.
• Collaborate with other departments / Offices to ensure that the practice is integrated into the broader healthcare system.

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2 - Financial Management: Co responsible with the CEO/ COO to oversee the financial aspects of the practice, including but not limited to the billing, insurance claims, accounts receivable/payable, works closely with COO regarding budgeting , approves or denies purchase orders ( NEW POLICY started 5/31/ Overseas the daily operations of EMR Collaborate with the billing and finance team , EHR/ EMR, to ensure accurate and timely financial reporting, revenue optimization, and compliance with reimbursement regulations.

• Monitor and analyze financial data in conjunction with CEO/ COO- identify , predict trends, and implement strategies to improve financial performance.
• Attends meetings and keeps record of issues with current EMR/ EHR

1. Business Development and Marketing: Co responsible with the Director of Business management

• Collaborate with the executive team to develop and execute business development strategies, including marketing initiatives, community outreach, and partnership opportunities.
• Monitor market trends and competitive landscape to identify growth opportunities and implement strategies to attract new patients and retain existing ones.
• Establish and maintain positive relationships with referring physicians, community organizations, and other healthcare professionals within the State of NC

1. Technology and Systems Management:

• Oversee the selection, implementation, and optimization of practice management systems, electronic health records (EHR), and other relevant technologies.
• Ensure data security, privacy, and confidentiality in compliance with HIPAA regulations
• Stay informed about emerging healthcare technologies and industry best practices, assessing their potential application to enhance practice operations.
• Co responsible with the Director of APP to transition to new EMR/ EHR and oversees the implementation and training of staff for the transition

1. Patient Experience and Customer Service:

• Maintain a patient-centered approach, ensuring exceptional customer service and a positive patient experience throughout their journey in the practice.
• Address patient concerns and inquiries, resolve conflicts, and ensure effective communication between patients and the clinical team.
• Monitor patient satisfaction metrics, implement improvement initiatives, and leverage patient feedback to enhance service delivery.

5. Performs HR duties for Practice

• Responsible for managing the day-to-day HR operations of the psychiatric practice, ensuring compliance with federal and state employment laws, and supporting the overall HR strategy of the practice.
• Co-Responsible for recruitment, onboarding, benefits administration, performance management, employee relations, and HR compliance.
• Resolve employee relations issues and provide guidance to supervisors and managers.
• Develop and implement HR policies and procedures that are compliant with federal and state employment laws, industry best practices, and the specific needs of the practice.
• Develop and implement recruitment strategies to attract top talent for the practice, work with COO and Director of business development to get correct job postings posted and potential candidates interviewed and screened. Works Closely with CEO, Medical Director, COO, Director of business development and the Director of APP relations on the onboarding process including orientation, onboarding, training and performance feedback / Employee handbook currently under construction :)
• Manage employee benefits programs, including health, dental, vision, and retirement plans. OM delivers paperwork and sends to our benefits consultant , DOM, manages benefit deductions in partnership with our payroll system
• Manages payroll for company, works closely with all department managers and COO on reviews, raises and bonus structure

6. Oversees Credentialing and contracts specialist ; Rockingham revenue services

• Managing the credentialing and contracting process for our providers, ensuring that all necessary documents and contracts are completed accurately and in a timely manner.
• Manage the credentialing process for all new and existing providers, including coordinating with insurance companies, completing applications, and ensuring that all required documents are submitted on time.
• Maintain up-to-date knowledge of insurance company requirements and regulations regarding credentialing and contracting.
• Manage the contracting process for all new and existing providers, including negotiating contract terms, reviewing contracts for accuracy, and ensuring that all necessary documents are signed and filed appropriately.
• Collaborate with providers, practice management, and insurance companies to resolve any credentialing or contracting issues that may arise.
• Maintain accurate and up-to-date records of provider credentials and contracts.
• Communicate with providers regarding credentialing and contracting status, including any necessary updates or changes.
• Participate in team meetings and provide updates on the credentialing and contracting process as needed. Strong knowledge of insurance company requirements and regulations regarding credentialing and contracting.- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Responsible for adding new CPT codes to our fee schedule and negotiating rates for said fees.

7. Notary for the Practice

• Act as a Licensed Notaryfor the psychiatric practice, License must stay current
• The Notary is responsible for performing notarial acts, including administering oaths, witnessing signatures, and verifying the identity of signatories. The Notary will be required to work closely with our psychiatric team to notarize various legal documents, including medical release forms, power of attorneys, IVC and guardianship documents.
• Keep accurate records of all notarial acts performed
• Work closely with the psychiatric team to notarize legal documents
• Ensure that all legal documents are notarized filed in a timely manner
• Answer any questions that clients may have regarding the notarization process
• Maintain a professional and courteous demeanor at all times

8. Acts as backup for the following departments.

• TMS technician- Back up Transcranial Magnetic Stimulation Technician responsible for performing TMS treatments, ensuring the proper functioning and maintenance of TMS equipment, and providing exceptional patient care. The Back up TMS Technician will work on an as-needed basis, providing coverage when the primary TMS Technician is unavailable. Working closely with the primary TMS technician to coordinate patient care and treatment schedules, all the while providing excellent patient care , addressing any questions and concerns patients or TMS staff may have , works closely with the Medical Director and TMS Lead provider and tech to ensure compliance with all relevant regulations and policies, adhering to the Neurostar TMS certificate standards and keeping Neurostar training and certifications up to date
• Ketamine Technician - Assisting the Ketamine technician in administering and monitoring the effects of ketamine patients and ensuring that all safety protocols are adhered to , only if Lead ketamine technicians are unavailable. Record patient vitals , administer medication and other relevant data. Ensuring all safety protocols are followed including proper storage and disposal of medication . Assist with providing emotional support to patients before, during and after ketamine administration, while working closely with the Medical Director, Lead ketamine provider and technicians. Must maintain current CPR certification
• Phlebotomist - Manages outside lab that is housed within MEDPSYCH Integrated Cary location (; Wake Diagnostic, acts as back up phlebotomist in event the phlebotomist is unable to successfully obtain the samples needed by patient as requested by provider, this includes but is not limited to - chain of command drug screen collection, prepping and explaining to patient for the blood draw and or UDS, identifying the correct vein and drawing blood samples. Labeling and storing blood samples properly to ensure their accuracy and safety.Communicates with providers to ensure proper patient care and charting is completed