Practice Manager

  • San Juan Capistrano, CA
  • TLC Pediatrics
  • Full Time - Days
  • Clinical Support
  • Req #: 11792
  • Posted: April 26, 2023
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PRIMARY FUNCTION: Administer, direct and coordinates activities relating to the operation of the medical office including financial key operational performance measures, scheduling, front and clinical operations and staffing, facility maintenance and inventory management, charge posting and other administrative tasks.

TYPICAL WORKING CONDITIONS: Working in an office environment.  May require sitting or standing for long periods; also stooping, bending and stretching for files and supplies.  Occasionally lifting files, boxes weighing up to 50 pounds.  Requires manual dexterity sufficient to operate a keyboard, type at 35 wpm, operate calculator, copier, scanner e-mail and such other office equipment as necessary. Must be able to communicate clearly. It is necessary to view and type on computer screens for long periods and to work in a high volume environment

ESSENTIAL FUNCTIONS OF THE JOB: (This list may not include all of the duties that may be assigned.)

1.    Ensure staffing levels to maintain efficiency of office operations. 
2.    Completes annual employee evaluations, manages new hires and staff development.
3.    Promotes Pediatric Associates Core Values and a constructive, productive and positive work environment. 
4.    Creates weekly employee schedules and delegates office responsibilities.
5.    Schedules, coordinates, and conducts monthly staff meetings to educate the staff on all new initiatives and policies. 
6.    Actively participates in the evaluation and improvement of the patient care flow and work efficiency. 
7.    Manages all medical equipment and supply inventory appropriately. 
8.    Performs vaccine refrigeration monitoring and reporting. 
9.    Manages vaccine storage and inventory as per regulatory and organizational policy.
10.    Manage needs of IT support services and technology equipment for office operations. 
11.    Coordinates facility repairs and support services along with routine cleaning maintenance.
12.    Maintains the clinical area in accordance with AAAHC standards and Pediatric Associates infection control program. 
13.    Demonstrates the knowledge and understanding of office budget and goals
14.    Manage review bins to ensure efficient processing. 
15.    Maintains clinician scheduling templates.
16.    Manages all front office operations including patient greeting, appointment scheduling, check-in, check-out, patient tracking, copay collections, patient balances.
17.    Complete and reconcile all daily reports, including Duplicate Charge Report, Missing Charge Report, Missing Office Visit Report, NP/PA Report, Copay Report, as well as the EDI Report.
18.    Schedules appointments according to office scheduling policies
19.    Greets patients and visitors in a prompt, courteous and helpful manner
20.    Scans, uploads and distributes chart documents in document manager
21.    Manages insurance verification processes from eligibility to practice management entry
22.    Manages charge and payment posting
23.    Manages effective communication for all staff and clinicians via e-mail and routine meetings.
24.    Identifies, analyzes and solves problems
25.    Manages efficient patient flow
26.    Manages and resolves staff conflicts diplomatically and professionally.
27.    Strives to achieve the goals set by the office budget 
28.    Adheres to all PA policies and procedures, PA Code of Conduct as well as PA Employee Handbook.
29.    Performs all other duties as assigned.

1.    Acts as compliance liaison enforcing policies and procedures
2.    Demonstrates the knowledge and understanding of office budget and goals
3.    Understands performance evaluations and corrective action processing
4.    Competent to counsel employees as needed 
5.    Completes all PA University mandatory courses by designated deadlines
6.    Ensures Pediatric Associates practices and protocols are in place throughout the office for check-in, check-out, phones, postings, deposits, etc.
7.    Manages and orders office supplies

1.    Is tactful, diplomatic, cooperative and shares information with others
2.    Communicates via e-mail in a timely and effective manner
3.    Assists with calls from patients, hospitals and other doctor’s offices.
4.    Communicates well with the local management team and supports all providers and staff
5.    Assists with customer service issues, i.e.: conflicts/disputes, incidents/accidents.

1.    Adheres to high ethical behavior
2.    Leads by example
3.    Upholds Pediatric Associates Core Values


Education: High School Diploma or equivalent. Associates or Bachelor’s degree desired.

Licensure: None

Experience: Prefer two years of work experience in a medical office setting.  Knowledge of computer and medical terminology desired.

The expected base salary range for this position located in San Juan Capistrano, CA is $71,089.37 to $118,482.29.  It is not typical for offers to be made at or near the top of the range. Pediatric Associates offers are based on several factors including but not limited to the candidate’s education, work experience, and certifications, all of which are dependent on the requirements of the specific role.  In addition to base salary, the Pediatrics Associates Family of Companies and it’s affiliates offers a comprehensive benefits package, potential incentive and recognition programs, and retirement planning (all benefits are subject to eligibility requirements based on position, and division).


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