JOB DESCRIPTION – Business Manager FLSA Status-Exempt OBJECTIVE To provide direction and management of the practice in accordance with Federal and State laws; optimize efficient and economical use of resources, strive to achieve financial success and goals of the practice and promote staff satisfaction. I. SUMMARY OF POSITION The Business Manger is directly responsible and reports to the Principals for the planning; direction, coordination and control of the operation and duties of the overall practice except those directly involving medical judgment. Primary duties include supervision, staffing, and instruction of the support staff, managing the non-medical aspects of the practice. These include personnel utilization, salary and fringe benefit programs, equipment, supplies and space. Collaborate with and support the Principals’ leadership in providing strategic direction of the organization. The Business Manager, with guidance and approval from Principals or Managing Partner, acts as a facilitator for development, implementation and monitoring of all policies and procedures. II. RESPONSIBILITIES A. Supervision 1. Oversee administrative supervisors in planning, organizing, selecting and coordinating personnel; training, safety and labor relation activities for both practice sites, while maintaining compliance with state and federal employment laws. Develop wage and salary compensation and benefits plans to keep pace with the local market, employee appraisal and evaluation, and work-force policies and procedures. Facilitate staff development, education, training and team building. 2. Assist in the advertising, recruitment and interviewing of new personnel including medical providers. Establish employee relations and conflict resolution programs, hiring, disciplinary and termination procedures. Oversee scheduling, staffing analysis and manpower utilization. Ensure that confidential personnel and payroll files are maintained. Ensure compliance with all state and federal labor laws. Update and revise employee handbook as needed and ensure compliance by employees. 3. Ensure that patient and employee rights are upheld and that government-mandated policies are enforced. Oversee and enforce patient, personnel and organizational security and confidentiality policies. Assist in developing and implementing patient satisfaction measures. Oversee the reporting and resolution of patient complaints, incidents and transfers. 4. Promote physician understanding and acceptance of good business management skills and philosophies. Promote ethical standards for individual and organizational behavior and decision-making. B. Operations 1. Oversee and control the purchasing, procurement and inventory of supplies, services, furniture and equipment. Interact and negotiate with vendors to ensure the best quality, cost and service. Maintain participation in GPO programs. Attend the appropriate GPO committee meetings. 2. Work with insurance broker, practice accountant and Principals to obtain employee benefits such as health/dental coverage, life insurance etc. at the lowest cost and the best coverage for employees. 3. Manage facilities in regard to space rental, planning and utilization, repairs, renovations and capital improvements, communication systems, insurance coverage, housekeeping, maintenance, safety and security and OSHA regulations. 4. Oversee or prepare all materials for staff and facility licensure, credentialing and recertification often in conjunction with credentialing agencies. Ensure adequate liability insurance for staff and facilities. 5. Assist in developing patient flow processes, policies and procedures for patient registration; patient forms, medical records, billing and collection and reporting of statistical data for regulatory and internal purposes. 6. Act as a resource to staff for problem resolution. Represent the practice and function as a liaison with landlords, banking, accounting, legal, and all other third party business contacts. 7. Assist in feasibility studies and establishing new programs, methods and ancillary services and satellite offices to enhance and increase patient and physician satisfaction, meet patient demand and practice revenue goals. 8. Prepare Principals meeting agenda and take minutes at Principals board meetings for inclusion in yearly meeting file. 9. Coordinate and conduct weekly supervisory meetings. 10. Communicate via email or in person to staff regarding all news relevant to employees. 11. Conduct employee focus group as needed, to obtain suggestions by staff for cost savings and revenue producing ideas. Informally and formally assess employee morale. Report finding to Principals and other supervisors. 12. Keep abreast of state and national trends and policies by interacting and communicating with other practice managers and disseminating pertinent facts to Principals. Attend local, state and national conferences to keep up to date on medical practice information and for continuing education. C. Financial Management 1. Prepare, manage and analyze financial reports. Maintain financial control and reporting systems. Oversee bank accounts and financial reconciliation. Conduct budget variance review and cost center analysis. Prepare and oversee cash flow, profit/loss statements, cost analysis and statistical reports and trends in and outside the practice. Ensure cash is deposited in the bank. 2. Oversee accounts receivable, accounts payable, general ledger, journal entries, payroll, tax filings and 401 K and profit sharing plan. This is done in conjunction with the practice CPA, legal counsel and 401(k) plan third party administrator. 3. Oversee insurance charge entry, reimbursement, and fee schedules, delinquent accounts, coding and documentation and third party payor contracts. This is done in conjunction with the billing supervisor. 4. Oversee cost effective ordering of medical, clerical and other supplies. 5. Oversee compliance with tax laws and filing procedures. Assist in reporting external audits and year-end corporate return as needed with practice accountant. 6. Oversee data base automation, management and maintenance. Ensure proper computer software and hardware for information, computing and performance reporting. This is done in conjunction with the office manager. D. Planning and Marketing 1. Develop advertising copy and design for marketing and promoting new physicians, offices or the practice. Ensure practice and physician placement in phone and other directories. Coordinate media requests to ensure promotion of the practice or provider. 2. Coordinate seminars in conjunction with outside facilities or businesses. 3. Assist in developing and implementing short term and long range strategic plans. Assess demand for services and implement plans to increase market demand. 4. Develop and implement community outreach, public relations and customer relations programs. 5. Pursue and establish partnerships and strategic alliances. 6. Assist in keeping practice website up to date with relevant information, articles and news. III. PERFORMANCE REQUIREMENTS A. Responsible for carrying out the request(s) of Principals; good public relations; protection of confidential data; economic use of time, equipment, supplies; safety and welfare of patients and employees. B. Knowledge Maintain a current knowledge of community-based, commercial and government insurance plans. Knowledge of basic accounting principles that allows for the preparation and management of an operating and capital budget, cash flow, income statement and Balance sheet. Working knowledge of computer software and hardware and accounting packages. Experience with PC’s including Windows, Excel and Microsoft Word programs and Paychex e-services. Must know the principles and practices of business/medical administration and accounting, billing methods and laws governing charges and reimbursement, private practice policies and procedures, inter-and intra-practice/facility communications and supervision and management techniques. C. Skills Must be able to apply the theories of business/medical administration, and accounting; have the ability and motivation to exercise required management and supervisory skills. Must excel in both written and verbal communications and conduct self in a professional manner before others. Exhibit intelligence, tact and integrity in all interpersonal interactions. Must be able to instill confidence, think clearly and make sound and appropriate judgments, adapt and are flexible in a changing environment and exhibit fairness and consistency in actions and decisions. IV. QUALIFICATIONS A. Education and Training- Minimum of a bachelor’s degree in business, accounting , healthcare management and/or human resource management. Critical thinking and problem solving skills plus a systematic approach to problem solving and decision making. B. Experience- A minimum of several years’ prior experience managing a private practice or other medically related facility or medium sized busienss. Ability to engage in public contact work and public speaking. Prior experience dealing with health care professionals highly desirable. V. Physical Demands:Ability to work extended hours; drive to different offices and bank and prolonged sitting and computer use. Ability to lift at least 10 pounds. VI. Working Environment: Work VII. Equipment Operation: Standard office equipment including computers, fax macines, copiers, printers telephones, etc. VIII. Maintain patient and staff confidentiality. Conducts work in a team oriented fashion. Treats all individuals in the practice and those visiting in a respectful and professional manner. Promote honest, quality and fair services. is normally performed in a typical interior office setting with moderate noise level. Exposure to usual medical office hazards and diseases. Values- REVISED December, 2014 Position to start: April 1, 2015 Submit current C.V. to: Business Manager Greater Rochester Orthopaedics, P.C. 30 Hagen Dr., Ste. 220 Rochester, NY 14625-2658.