Job Title

Summary Reports to the Director of Retail Services and Practice Manager of respective site(s) within Paragon. In collaboration with the Director/Practice Manager, is responsible for the effective coordination of all operational support functions of multiple Paragon onsite and nearsite clinic facilities and performs duties necessary to maintain a smooth functioning and efficient physician office. Responds to daily operational issues when the Practice Manager is absent or unavailable. MISSION, VALUES and SERVICE GOALS * MISSION: We deliver outstanding care, inspire health, and connect with heart. * VALUES: Trust. Respect. Integrity. Compassion. * SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team. Assists in the overall operational staffing support functions of the assigned facility by:: * Maintaining overall responsibility for scheduling of the clinical staff in order to provide adequate coverage for the medical assisting, wellness coaching and laboratory areas. * Supervising the clinical care, wellness coaching and laboratory area department; also coordinating patient care and supervising and instructing all staff. * Participating in the compilation of information for employee performance appraisals, discussing job performance, employee goals and accomplishments; assisting with employee relation matters, such as corrective actions and progressive discipline. * Assisting the Practice Manager with interviewing prospective new employees; also providing a comprehensive orientation for new employees. * In collaboration with the Practice Manager, developing training and education for the staff; also utilizing other sources. * Utilizing extensive knowledge of electronic medical record (EMR) to assist in training new staff or existing staff on updates or changes. * In collaboration with the Practice Manager, conducts regular meetings to keep employees informed of directives, policies and procedures. * Hiring/selection under the supervision of the Practice Manager. Assists with maintaining a smooth functioning and efficient physician office by: * Participating in the budget process with the Practice Manager; assisting with the effective management/control of expenses. * Assisting with decisions on selecting vendors and purchasing supplies/equipment. * Ordering, tracking, and maintaining an inventory of supplies. * Equipment is serviced and calibrated, while offices are opened and closed according to established procedures. * Review and use technical statistical data for reports and records including wait-time report, new company report and retention report to improve clinical procedures. * Reviewing charge posting and coding for accuracy. * Ensuring that the practice is accurately capturing all necessary patient data, insurance and other information to properly bill and collect practice fees. * Handles all clinically related mail and correspondences. * Working closely with Manager on the account payable processes. * Assisting with the identification of maintenance and repair matters that pertain to the building, grounds, and other equipment. * Assisting with identification of maintenance and repair of all clinical equipment and instrumentation. * Assisting in monitoring onsite scheduling portal and telephone system. Provides the seamless operation of the physician office to promote ongoing effective customer service by: * Responds to an completes all customer related surveys. * Responding immediately to patient concerns and/or complaints; identifying, analyzing and resolving day-to-day issues with staff, patients or clients. * Performing follow-up and ensuring the timely resolution of customer service matters, while seeking assistance from the Director/Practice Manager as necessary. * Keeping the Director/Practice Manager apprised of all issues which have the potential for a disruption of service. * Working collaboratively with the Director/Practice Manager to address physician issues. * Serving as the communication resource, especially in the absence of the Director/Practice Manager. Plays a key role in the development and maintenance of the physician office's information systems by: * Making changes to any of scheduling templates as necessary. * Assisting in the development of plans for hardware and software needs. * Promoting the timely implementation of information systems changes. * Verifying that staff are adequately trained on the practice management, electronic medical record, phone systems, scheduling software, etc. Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by: * Apprizing the Practice Manager, in timely manner, of unusual situations requiring additional assistance or support. * Participating in continuous quality improvement by identifying areas of opportunity and initiating the necessary actions. * Completing other job-related duties as directed. * Maintaining records, reports and files as required by established policies and procedures. ORGANIZATIONAL RESPONSIBILITIES Associate complies with the following organizational requirements: * Attends and participates in department meetings and is accountable for all information shared. * Completes mandatory education, annual competencies and department specific education within established timeframes. * Completes annual employee health requirements within established timeframes. * Maintains license/certification, registration in good standing throughout fiscal year. * Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department. * Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self. * Adheres to regulatory agency requirements, survey process and compliance. * Complies with established organization and department policies. * Available to work overtime in addition to working additional or other shifts and schedules when required. Commitment to Beacon's six-point Operating System, referred to as The Beacon Way: * Leverage innovation everywhere. * Cultivate human talent. * Embrace performance improvement. * Build greatness through accountability. * Use information to improve and advance. * Communicate clearly and continuously. Education and Experience * The knowledge, skills and abilities as indicated below are normally acquired the successful completion of an associate or bachelor's degree in health sciences, and advanced clinical or business education preferred. A minimum of three years of clinical healthcare experience is required as well as some leadership experience. Knowledge & Skills * Requires working knowledge of general medical office methods, practices and procedures and medical record file systems. * Requires a working knowledge of medical terminology, anatomy, and physiology utilizing established and specialized technical coding processes. * Demonstrates expertise in utilizing practice management and electronic medical record systems and proficiency in advanced computer skills (word processing, spreadsheets, formatting, converting, and e-mail applications). * Demonstrates strong leadership and organizational skills necessary to gain the cooperation and support from the staff and Physicians. * Demonstrates well-developed communication (verbal and written) and interpersonal skills to interact effectively with a diverse group of people in a professional, courteous, friendly, and sincere manner. * Requires the organizational and analytical skills necessary to analyze situations/problems and provide timely resolution and work effectively with day-to-day problems. * Requires attention to detail and accuracy to maintain high quality of work. * Understand needed process changes to ensure compliance with the use of technology to operationalize billing, optimize care delivery processes and utilization of all facets of EMR. * Demonstrates analytical skills necessary to solve patient problems and interpret data. * Demonstrates a strong interest in the ongoing development of one's leadership skills and also the desire to participate in management development activities. Working Conditions * Works in a medical office environment. Physical Demands * Requires the physical ability and stamina (i.e. to lift, carry, or transfer up to 30 pounds) to perform the essential functions of the position.