Practice Manager

JOB SUMMARY

The Practice Manager is responsible for all practice management aspects of daily operations for the School Based Health Center (SBHC) program to ensure the program’s ability to carry out its daily work and business effectively.

This position will work closely with the front desk staff at each of the sites and the SBHC Director to ensure each of the SBHC clinics is running efficiently and effectively. This will include the collection of patient demographic information, insurance information, as well as ensuring that all student consents are properly handled. This includes ensuring that all consent forms are accurately entered into the electronic medical record system (EMR), as well as updates are made on a regular basis to improve the patient workflow.

Additionally, this position will work closely with SBH Leadership and Department of Education (DOE) leadership and staff at each site. The practice manager will build relationships with each school’s principal, assistant principal, deans, parent coordinators and other key DOE contacts. The practice manager will be responsible for ongoing communication with each site’s identified contacts, as well setting up planning meetings and incident specific meetings as needed.

Other responsibilities include but are not limited to: Maintaining the practice management system, oversight of scheduled appointments and daily walk-in volume, reviewing insurance and billing information for all visits, overseeing the site inventory and purchasing needs, coordinating services with internal and external sources, and maintaining up to date billing reports.

JOB RESPONSIBILITIES:

• Oversees the Electronic Medical Records (EMR) for the School Based Health Center Network, ensuring all schools in the network have working equipment, application and all other resources needed to optimize use of the system.
• Develops, maintains, updates appointment templates.
• Responsible for creating provider templates.
• Responsible for ensuring effective operational oversight of SBHC sites, including that the appropriate department is contacted, and follow-up is conducted related to equipment needing repair, biomedical checks, IT needs, etc.
• Works in tandem with management to ensure all schools are JCAHO and Article 28 compliant.
• Schedules ongoing appointments with the principals or designees from each school for collaboration on services or special activities.
• Participates in school administrative meetings, campus safety meetings.
• Outreaches to school leadership to complete the Principals Collaborative Protocols each year.
• Provides school administration with information on SBHC programs, initiatives, and productivity standards.
• Establishes outreach and enrollment efforts in the school with key stakeholders to increase campus wide enrollment.
• Monitors and encourages best practices among staff in the areas of outreach to students and parents and increasing utilization of all services.
• Works with school personal to market the SBHC services to students and parents to increase enrollment and utilization.
• Ensures that the schools are making referrals for medical and mental health services for all students in need.
• Ensures all changes in the PM system application is conveyed to Medical Office Assistant or Business Associate as appropriate.
• Ensures confidentiality of NYCDOE rosters.
• Ensure processing of Medicaid Match program.
• Ensures verbal consents are followed by written consents.
• Ensures all Reproductive Health visits have signed consents.
• Completes data management and reports for monitoring each SBHC practice productivity.
• Reviews and corrects insurance or billing errors as needed.
• Provides training to staff related to the front desk management and/or re-training for staff needing additional follow-up.
• Monitors trends and performance of the clerical staff on the Practice Management system, i.e., accuracy of data entry on a regular basis.
• Monitors timely closing of encounters.
• Collaborates with the managed care office for information on plans and procedures.
• Collaborates with the Billing department to ensure appropriate billing procedures are being followed and to maintain up to date information.
• Promotes safety and risk-free environment for patients and staff.

JOB REQUIREMENTS: