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Assistant Manager

MIDLAND PEDIATRIC ASSOCIATES PLLC

This is a Full-time position in Midland, TX posted July 31, 2021.

Responsibilities: The Assistant Manager is responsible for performing or overseeing daily administrative operations including: staff scheduling, inventory maintenance, marketing tasks, patient satisfaction, information technology support, interfacing with vendors and students, and daily oversight of operations. The Assistant Manager reports to the Office Manager on a regular basis.

Job Function:

Personnel Administration:

  • Execute all disciplinary actions for all non-clinical employees.
  • Assist in review and revision of the Employee Policy Manual.
  • Conduct employee evaluations for all non-clinical employees.
  • Maintain personnel records including certifications, pay status, vacation status, sick leave status, and benefit awards.
  • Foster active communication between him/her and all employees.
  • Manage all aspects of non-clinical personnel human resource management; including, but not limited to: recruiting, interviewing, hiring, onboarding, training, discipline, leaves of absence, benefit management, and terminations.

Managerial Support

  • Process payroll in absence of the Office Manager including collection of data, accurate delivery of funds, depositing payroll taxes and employee withholdings.
  • Assist the Office Manager in relationships with vendors to allow prompt responses for services, ordering, etc.
  • Process AP in the absence of the Office Manager including determining when payments are to be made and making payments as necessary using the check writing system or paying on-line.
  • Process refunds to patients and insurers as necessary in the absence of the Office Manager.
  • Assist Office Manager in monitoring the computer network systems for Electronic Practice Management of appointment scheduling, billing, accounts receivable, and aging of accounts as well as Electronic Medical Records.
  • Assist in outreach and advertising functions.
  • Assist the Office Manager in any area of establishing or closing practice offices.

Practice Administration

  • Schedule staff to meet practice work load requirements.
  • Supervise the efficient daily operations; including delegation of responsibilities as appropriate to on-site staff to increase the efficiency of total operations.
  • Establish desired inventory levels and order supplies appropriately to maintain such levels.
  • Process/oversee ordering of practice supplies using all available cost controls. Conduct administrative ordering and oversee clinical ordering.

Financial

  • Monitors fees for specific services and their relationship to costs in assigned areas.
  • Create and provide administrative reports for the Office Manager on such, scheduled as needed.
  • Assist in the work flow of the billing office to include understanding the billing/collecting process, following up of AR, assisting in credit/collection procedures, and resolving claim issues.
  • Network with other practice Office Managers/Administrators to facilitate information exchange and to keep in touch with management issues in the medical community.

Professional/Legal

  • Assist the Office Manager with tasks to ensure practice compliance with federal and state laws in the following areas:
  • CLIA
  • OSHA
  • HIPPA
  • EEO

Patient Satisfaction

  • Discuss with patients any problems with services and develop a satisfactory resolution for both parties.
  • Recommend improvements to practice policies to improve patient satisfaction.

Facility Maintenance

  • Ensure practice equipment is operated correctly, maintained and updated as required, and that staff are properly trained on all equipment. Coordinate these efforts with the Charge Nurse relating to medical equipment and clinical staff training.
  • Perform basic troubleshooting when computer system problems arise and obtain outside support as necessary.
  • Obtain assistance from applicable vendors as necessary for any facility issues.

Position Requirements:

  • Degree related to business or personnel administration or equivalent experience.
  • Experience in personnel management, business administration, and human resource management.
  • A high level of personal integrity to set the example among practice employees.
  • An approachable spirit to facilitate communication and leadership among the practice employees.
  • A high loyalty to the goals of the practice in that the position has no set hours and accomplishing all tasks will often require stretching outside the typical work hours, setting, and our daily routine.
  • Able to type 30 words per minute with accuracy, highly functional with Microsoft Office software especially Word and Excel.
  • Able to work effectively with practice providers, practice staff, and practice patient families.

Risk of Exposure: Assistant Manager duties place them at a slight risk for exposure to blood borne pathogens. The Assistant Manager will receive blood borne pathogen training and be offered the hepatitis B vaccine.

Position Relationships: Directly supervises and evaluates all non-clinical practice employees. Responsible for training staff to the limits of specific knowledge and identifies training to be done by other staff members.

Authority Boundaries: Reports to the Office Manager, but also to the Practice Managing Partners for general meetings and information.

The above statements describe the general nature and level of work for this position and is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for the role. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Midland Pediatric Associates is an Equal Opportunity Employer and any individual seeking employment will be considered for employment regardless to race, color, creed, national origin, religion, age, marital status, gender, veteran status or disability. Anyone with questions should contact the Practice Administrator.

Benefits Include:

  • Competitive salaries
  • Weekend shifts paid at time and a half
  • Health paid for by the employer for the employee, additional dependent coverage available at employee’s expense
  • Dental & Vision plans offered at employee’s expense
  • PTO (Paid Time Off) in addition to 6 paid holidays
  • 401(k) Plan with employer contribution
  • Tuition reimbursement for students seeking medical degrees/certifications

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