Job Description

Job Title:  Practice Manager/Direct hire

Location: Tulsa, OK

Position Summary:

 Seeking a highly organized and detail-oriented Office Manager to oversee all aspects of a large medical practice, including payroll, staff management, accounting, facility operations, and compliance with state and federal regulations. This role requires a team-minded leader who fosters a positive and efficient work environment.

Responsibilities:

• Oversee operations at both the main office and a satellite location
• Supervise administrative staff and daily office functions, including front desk, billing, insurance processing, appointments, medical records, staffing, and HR
• Recruit, hire, train, and, when necessary, terminate staff
• Schedule personnel to meet operational needs and adjust as necessary
• Maintain employee records, monitor and evaluate performance, and document counseling incidents
• Ensure clinical staff remain compliant with licensing and continuing education requirements
• Foster a team-oriented and positive work environment
• Ensure HIPAA, OSHA, CLIA, and other regulatory compliance; coordinate training, policies, and procedures
• Manage payroll and employee benefits
• Oversee financial operations, including budgeting, banking, product sales, and physician compensation in coordination with an accountant
• Coordinate and attend weekly business meetings; prepare agendas and meeting minutes
• Maintain physician credentialing and association memberships
• Manage physician work and on-call schedules
• Develop and update office policies and the Employee Handbook
• Administer and negotiate insurance contracts and ensure compliance
• Manage facility cleaning, safety, and maintenance
• Create a welcoming environment for both patients and staff
• Oversee website content and social media presence
• Communicate with vendors for equipment, supplies, and maintenance needs
• Ensure timely ordering of office and patient supplies
• Address and resolve patient inquiries and complaints

Preferred Qualifications:

• Medical office management experience
• Bachelor’s degree
• Knowledge of HIPAA, OSHA, and ACA requirements

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* Direct, supervise and evaluate work activities of medical, nursing, technical, clerical, service, maintenance, and other personnel.

* Develop and maintain computerized record management systems to store and process data, such as personnel activities and information, and to produce reports.

* Plan, implement, and administer programs and services in a health care or medical facility, including personnel administration, training, and coordination of medical, nursing and physical plant staff.

* Conduct and administer fiscal operations, including accounting, planning budgets, authorizing expenditures, establishing rates for services, and coordinating financial reporting.

* Maintain awareness of advances in medicine, computerized diagnostic and treatment equipment, data processing technology, government regulations, health insurance changes, and financing options.

* Establish work schedules and assignments for staff, according to workload, space, and equipment availability.

* Monitor the use of diagnostic services, inpatient beds, facilities, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.

* Direct or conduct recruitment, hiring, and training of personnel.

* Manage change in integrated health care delivery systems, such as work restructuring, technological innovations, and shifts in the focus of care.

* Maintain communication between governing boards, medical staff, and department heads by attending board meetings and coordinating interdepartmental functioning.

* Establish objectives and evaluative or operational criteria for units managed.

* Develop and implement organizational policies and procedures for the facility or medical unit.

* Review and analyze facility activities and data to aid planning and cash and risk management and to improve service utilization.

* Prepare activity reports to inform management of the status and implementation plans of programs, services, and quality initiatives.

* Develop or expand and implement medical programs or health services that promote research, rehabilitation, and community health.

* Consult with medical, business, and community groups to discuss service problems, respond to community needs, enhance public relations, coordinate activities and plans, and promote health programs.

* Develop instructional materials and conduct in-service and community-based educational programs.

* Inspect facilities and recommend building or equipment modifications to ensure emergency readiness and compliance to access, safety, and sanitation regulations.

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