1. Manages office bookkeeping which includes the timely processing of accounts payable and the ongoing maintenance of packing slips and invoice records per
o All accounts payable will be approved for payment on a daily basis and all documents will be forwarded to the WDH Materials Management and Accounts Payable departments at least twice per week
o Oversees and ensures the accuracy of the daily log, reconciliation of daily credit card transactions, end of day batches and the preparation of daily deposits of revenue
o Ensures that the billing office receives the required end of day documents via fax at the end of the business day
o Ensures that bank deposits are made at least once every other day
o Ensures that fee tickets with appropriate documentation attached (as applicable), deposit slips and other required end of day forms are hand-delivered to Physician Services at least once every other day
o Responsible for reconciling the petty cash drawer for the office ensuring the proper accounting of all expenditures and monthly verification of the accuracy of the balance in the cash drawer
2. Acts as a liaison between staff and providers to include representing staff needs to the providers, as well as provider needs to the staff, in order to ensure successful office operation
o Responsible for relaying information about Physician Services to the providers on a timely basis.
o Responsible for forwarding issues of concern from the providers to Physician Services Administrative Personnel on a timely basis
3. Maintain office supplies and equipment to include ordering of administrative supplies and overseeing clinical staff member responsible for ordering of medical supplies
o Maintain proper functioning of office/medical equipment
o Coordinates purchases, maintenance and repair of office/medical equipment including all approved capital purchases
o Adheres to all WDH policies governing the purchase of supplies and equipment.
4. Coordinates provider schedules and patient appointments, which includes training staff on the use of the practice management software and maintaining staff knowledge of scheduling guidelines as dictated by the providers in each practice
o Ensures staff compliance to the scheduling guidelines (i.e., under no circumstances are patients to be scheduled to be seen in the office when a provider is not physically on-site within the practice)
o Responsible for ensuring appropriate office coverage for the front desk, clinical staff and providers
o Responsible for ensuring that all private lines and WDH extensions are answered whenever staff are working and are available in the office (At a minimum, all private lines and WDH extensions must be answered during the hours of 8:00 am-5:00 pm. A covering provider must be reachable for any calls that may come into a specific office between these hours as well).
o Responsible for ensuring that all staff is aware of who the covering provider is and how he or she can be reached.
o Responsible for planning, developing, organizing and directing the day to day functions of the office
o Identifies and resolves work-related problems and develops short and long-term plans that address the identified issues
5. Assists providers, office and clinical staff, as necessary, to include filling in as front desk representative, assisting with clinical issues, coordinating patient tests, referrals, etc.
o Serves as a liaison communicating information between patients and providers as necessary
o If requested, acts as Chairman of selected committees within operation of the WDPS department as appointed by the Director and/or the Associate Director-Operations
o Acts as a member of selected WDH committees if requested
6. Complies with and enforces all established WDH policies, procedures and protocols as well as any department-specific policies and procedures as they relate to the job functions
o Participates and ensures full compliance, as appropriate, and is knowledgeable in fire, safety, disaster, infection control and other mandatory programs, including full compliance to applicable Joint Commission standards
o Ensures confidentiality of financial and patient matters
o Establishes and maintains good communication and positive working relationships with providers, staff members, patients, visitors and other internal and external customers
7. Interviews and selects candidates for employment
. Orients, trains, and supervises all employees including mid-level practitioners
o Directs, schedules and assigns work to employees either directly or through subordinates
o Outlines scope of authority, as well as job responsibilities of employees under supervision
o Initiates, makes effective recommendations, and/or approves personnel action including, but not limited to, hiring, transferring, suspending, discharging, assigning, rewarding, disciplining, or adjusting of grievances involving assigned personnel
o Complies with all Human Resources policies and procedures as they relate to personnel management
o Prepares and conducts formal/informal performance evaluations and recommends appropriate merit increase involving subordinate staff members
o Responsible for conducting timely introductory performance evaluations for new employees (within 90 days of hire) and for completing timely annual performance evaluations which are due in Human Resources 30 days prior to the due date of the evaluation
8. Attends and actively participates in office manager/office coordinator meetings
o Attends at least 80% of all office manager/office coordinator meetings
o Alerts Physician Services Administration on a timely basis regarding their inability to attend a mandatory meeting
o Attends other ad hoc or other committee meetings as requested by the Director and/or the Associate Director-Operations
9. Reviews all employee and provider time sheets for accuracy
o Submits weekly time sheets (either manually or electronically) to the Payroll Department no later than 2:00 p.m. each Monday
o In the event of a Monday holiday, ensures that time sheets are reviewed for accuracy and submitted to the Payroll Department no later than 10:00a.m. on Tuesday
10. Reviews Press-Ganey Patient Satisfaction Survey results on at least a quarterly basis
o Shares relevant information with staff and providers within 2 weeks of new data becoming available
o Routinely incorporates discussion regarding Press-Ganey performance into regular staff meetings
o Works with other members of the team to identify opportunities for improvement and documents plans of action to address any identified issues
o Closely monitors the success of interventions and as needed will refine the necessary action steps in order to achieve improved performance
o Responsible for implementing timely action plans and ensuring full compliance in response to results from internal and/or external surveys
11. Assists in the preparation of the annual practice budget including all capital purchases
o Monitors monthly budgetary performance
o Develops strategies for improvement and/or correction of variances from budget for both expense and revenue line items
o Submits monthly variance reports as requested by Physician Services
o Provides leadership and direction for the practice in optimizing revenue and minimizing operating costs/expenses
12. Responsible for creating and implementing tracking mechanisms that are aimed at monitoring the monthly and ongoing efficiency and proper workflow of the office
o Manages the practice within the designated MGMA and/or other identified benchmarks that have been set as specific practice targets
o Fosters the personal and professional development of all staff
13. Implements processes that will facilitate and improve the team's efforts to manage and improve clinical outcomes for selected patient populations
o Ensures that up-to-date clinical data is available to providers and clinical staff on a regular and timely basis (i.e., current view results pages from the Doctor's Health Partnership Registry)
o Ensures the accuracy of the demographic and clinical data that is entered into the Doctor's Health Partnership Registry
o Ensures that all data for the practice has been entered into the registry by the 15th of the month following the end of the quarter
o Responsible for initiating Performance Improvement projects for their assigned practices, in both clinical and administrative areas, using approved hospital methodologies, as needed based on practice performance and/or at the request of Physician Services Administration

WDH Broadway

121 Broadway

Dover 03820