• Practice Managment

    Mabee Eye Clinic
    Job Description
    The Practice Manager is responsible for assisting owners in the successful management of the practice, and works closely with the doctors. This position carries out responsibilities in the following functional areas: benefits administration, recruitment, on-boarding, employee relations, training, compensation, financial management, vision plan management, performance management, policy implementation, employment law compliance, payroll. This role also requires active participation in day-to-day operations and patient care.
     
    Essential Functions
    1.      Assists in planning, organizing and controlling all activities of the running of the practice. Assists in developing practice financial goals, objectives and systems; trains team how to track and measure statistical metrics; evaluates results of established goals and communicates to team on daily/weekly basis. Meets with doctors on a regular basis to update and plan for future projects and discuss personnel issues.
    2.     Establishes new approaches, policies and procedures to effect continual improvements in efficiency of department and services performed.
    3.     Administers medical, life and supplemental insurance plans, 401(k) and COBRA. Processes required documents through payroll and insurance providers to ensure accurate record keeping and proper deductions; administers open enrollments. Performs annual re-evaluation of benefits and providers for cost-effectiveness and quality.
    4.     Performs recruitment activities: places recruitment ads, interviews and evaluates candidates for open positions, checks references and orders criminal background checks. Maintains records related to same.
    5.     Performs all on-boarding functions: IT set-up, building access, new hire forms processing, new hire reporting.  Conducts new hire orientations to ensure employees gain an understanding of benefit plans and enrollment provisions, as well as company and departmental expectations and policies. Provides instruction for accessing HIPAA, Fraud, Waste and Abuse training, and EHR training.
    6.     Assists in developing training programs for all disciplines throughout the practice, front desk, clinic, optical billing, etc.
    7.     Participates in employee coaching and discipline, provides employee relations counseling, mediation and conflict resolution, and provides manager training.
    8.     Schedules all staff hours and ensures payroll is within established budget. Tracks and posts all payroll hours and personal time and reports to accountant on timely basis.
    9.     Reviews compensation program with owners annually; recommending adjustments as necessary. Writes and audits job descriptions. Oversees performance evaluation program. Analyzes employee compensation in comparison to job description, employee performance and industry standards.
    10.   Develops, recommends, implements and enforces personnel policies and procedures. Prepares and maintains employee handbook. Establishes and maintains HR department records; ensures that record keeping is compliant with all federal and state regulations.  Seeks legal advice as necessary.
    11.     Processes payroll.  Compiles payroll data such as garnishments, personal time, insurance deductions, 401(k) contributions, address changes, etc. Reviews time sheets for completeness and accuracy; corrects time clock records as required.  Provides all payroll data to accountants every other week. 
    12.    Evaluates, credentials and manages training and accountability of all third-party insurances.
    13.    Oversees accounts receivables ensuring that revenue is being collected in a timely manner.
    14.   Maintains and/or oversees internal and external marketing
    15.    Performs other incidental and related duties as required and assigned.
     
    Performance Factors
    1. Attendance and Dependability: The employee can be depended upon to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.
    2. Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company.
    3. Relationships with Others: The employee works effectively and relates well with others Including superiors, colleagues, and individuals inside and outside the Company.
    4. Knowledge of what insurance plans the practice accepts: The employee is able to counsel patient on their benefits and answer questions about eligibility, deductibles and coverage.
     
    Qualifications
    1.      Bachelor's degree in business, human resources, or equivalent combination of education and experience preferred
    2.     Experience working in an optical practice preferred.
    3.     Minimum of two years’ experience in human resources, employee relations experience.
    4.     Minimum two years general accounting experience
    5.     Experience administering 401 (k) retirement programs
    6.     Must have computer skills and the ability to learn Compulink system
    7.     Must be proficient in MS Office
    8.     Must be proficient in Quickbooks business software
    9.     Strong analytical and problem-solving skills
    10.   Superior verbal/written skills and presentation skills
    11.     Good punctuation, spelling, grammar and attention to detail a must
    12.    Strong interpersonal skills essential
    13.    Course work/seminar attendance in employment law and benefits helpful (e.g., ACA, payroll law, other related course work)
    14.   Knowledge and understanding of insurance regulations, plan designs and third-party record keeping/administration required
    15.    Familiarity with COBRA, ERISA, FLSA, and related state and federal regulations required
    16.   Ability to comply with local, state and federal laws such as OSHA, ADA, EOE, FMLA, and safety.
    17.   Knowledge of HIPAA Privacy and Security and ability to train staff.
     
     
    This document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

    Supervisory Responsibility
    This position has full supervisory responsibility over all team members other than the owners

    Work Environment
    This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

    Additional Expectations
    As with all employees, this role is to be a part of the team, which means there is a standing expectation of willingness to accept other duties as assigned to support the team and the overall growth and health of the practice.
    Contact Information
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