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A Career in Healthcare Management – What Does a Medical Manager Do?

Whether the title is Director, Medical Office Manager, Medical Office Manager, Administrator, Office Administrator, Executive Director, Office Manager, CEO, COO, Director, Division Head, Department Head, or any combination of these, with few exceptions, people who manage the practice physician do a combination of the responsibilities listed here or manage people who do.

Human ressources: Hire, fire, advise, discipline, evaluate, train, orient, coach, supervise and plan staff. Shop, negotiate and administer benefits. Develop, maintain and administer personnel policies, wellness programs, salary scales and job descriptions. Resolve conflicts. Maintain personnel files. Document workers’ compensation injuries. Respond to unemployment claims. Recognize happy events and painful events in the practice and life of employees. Stay late to listen to someone who needs to talk.

Plants and Machinery: Buy, negotiate, recommend and maintain buildings or suites, telephones, portable dictation devices, photocopiers, computers, pagers, furniture, scanners, postage meters, specimen refrigerators, refrigerators refrigerators for patient refreshments, refrigerators for staff lunches, equipment, printers, coffee machines, alarm systems, signage and cell phones.

Order and expense management: Buy, negotiate and recommend suppliers of medical consumables, office supplies, kitchen supplies, magazines, printed forms, trade and malpractice insurance, as well as services such as transcription , x-ray readings/over-readings, consultants, CPAs, attorneys, lawn and snow service, benefits administrators, answering service, water service, courier service, plant service, maintenance housekeeping, aquarium service, laundry service, biohazardous waste removal, shredding service, offsite storage and caterers.

Legal: Comply with all local, state and federal laws and guidelines, including OSHA, ADA, EOE, FMLA, CLIA, COLA, JCAHO, FACTA, HIPAA, Stark I, II & III, fire safety, carts and defibrillators, communication in disaster, sexual harassment, universal precautions, MSDS hazards, confidentiality, security and confidentiality, and provide staff with documentation and training in this regard. Ensure all clinical staff are up to date on licensing and CPR. Have downtime procedures for loss of computer accessibility. Ensure risk management policies are followed. Immediately alert the malpractice carrier of any potential liability issues. Ensure medical records are stored and released appropriately.

Accounting: Pay bills, produce payroll, prepare physician compensation schedules, prepare and pay taxes, prepare budget and monthly variance reports, make deposits, reconcile bank statements, reconcile merchant accounts, prepare statements profits and losses, preparing reimbursements to payers and patients, and filing lots and lots of paperwork.

Invoicing, complaints and customer accounts: Perform eligibility searches on all scheduled patients. Ensure that all dictations are complete and that all encounters (office, hospital, nursing home, CHW, satellite office, home visits and legal work (depositions, etc.) are billed and that all payments, denials and adjustments are posted in a pre-determined amount of Transmit electronic claims daily Send patient statements daily or weekly Negotiate payor contracts and ensure payors adhere to contract terms Appeal denials Ask staff to collect deductibles, co-payments, and coinsurance, and have financial advisors meet with patients who are planning surgery, those with an outstanding balance, or patients with high deductibles or health savings plans. Make sure planning staff know which payers the practice does not have contracts with. e invoicing if the invoicing is outsourced. Accreditation care providers with all payers. compliance audits Load new RBRVS values, new CPTs and new ICD-9s each year Run monthly reports for physician production, ivable counts, net collection percentage and cost and collections per RVU. Attach the appropriate codes to claims for ePrescribing and PQRI. Have a plan in place for receiving letters from the Recovery Audit Contractor (RAC). Make friends and meet regularly with vendor representatives from your biggest payers.

Marketing: Introducing new doctors, new locations and new services to the community. Recommend sponsorship of appropriate charities, sports and events in the community. Recommend sponsorship of patient support groups and encourage physicians to give talks and attend events. Thank patients for referring other patients. Follow referral sources. Recommend use of yellow pages, billboards, radio, television, newspapers, magazines, direct mail, newsletters, emails, website, blog and others social media. Prepare press releases about practice events and physician awards and activities. Recommend medical practitioners for television health spots.

Strategic planning : Prepare ROI (Return on Investment) and pro formas for new doctors, new services and new locations. Anticipate the potential effect of Medicare cuts, contracts being negotiated, or over-reliance on one payer. Discuss five-year plans for capital expenditures such as EMR, ancillary services, physician recruitment, and replacement equipment. Explore outsourcing office functions or telecommuting staff. Always look for technology that can make the practice more efficient or productive.

Daily operations: Walk around the practice at least twice a day to observe and be available for questions. Arrange temporary staff or rearrange staff schedules in the event of a shortage, meet or talk to patients who complain, and meet with suppliers, doctors and staff. Open the mail and recycle most of it. Unplug the toilet.

Stay up to date in the field of health: Attend continuing education sessions through face-to-face conferences, webinars, podcasts, and online courses. Maintain membership in professional organizations. Pursue certification in medical practice management. Network with colleagues in the community and in the same specialty. Participate in mailing lists, LinkedIn and Twitter.

What did I omit? Have lunch?

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