Washington University of St. Louis Plastic Surgery in St. Louis, Missouri

Job Type/Schedule

This position is full-time and works approximately 40 hours per week.

Department Name/Job Location

This position is in the Department of Plastic Surgery. The position is located at BJH West County POB #3.

Essential Functions

POSITION SUMMARY:

Responsible for the supervision of all practice administrative systems, personnel, marketing, finance and related clinical and patient services. Participates in the strategic planning and overall development of the Center.

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Aesthetic or plastic surgery practice management experience preferred
  • Thorough grasp of the entire surgeon billing and payment process; strong understanding of plastic surgery reimbursement issues
  • Proven managerial experience executing payroll and accounts payable
  • Able to lead and develop staff and resolve conflicts
  • Proven experience developing or overseeing marketing plans and demonstrating results

ADDITIONAL CHARACTERISTICS:

  • Strong interpersonal skills, and the ability to communicate effectively with surgeons, staff, hospital personnel, payors, and customers
  • Ability to perform well in stressful situations
  • Neat, professional appearance
  • Articulate, both verbally and in writing

PERSONNEL:

  • Hires, oversees new employee orientation program, disciplines, and terminates all business and clinical staff
  • Conducts performance appraisals and approves merit increases for staff
  • Conducts exit interviews with departing staff
  • Maintains high morale and good relations throughout the office
  • Keeps personnel files complete and up-to-date
  • Collects and calculates staff time for payroll, manages staff schedules, and ensures employee posts are filled at all times
  • Holds regular monthly office staff meetings; directs the preparation of an agenda and meeting minutes

OPERATIONS:

  • Ensures the office is running smoothly; distributes work activities and staff schedules
  • Oversees facility management
  • Works with IT vendor to ensure working internet, server, computers, printers, scanners, and other electronic equipment
  • Develops relationship with all vendors and evaluates services needed for the practice
  • Continually evaluates the efficiency of patient flow and other office operations to determine the most cost effective way of completing tasks
  • Performs regular inventory audits in coordination with vendors and billing team

FINANCIAL:

  • In collaboration with the Director of Business Operations and the Director of Clinical Operations, prepares an annual practice budget—and is responsible for adhering to it
  • Ensures proper cost center methodology is followed in order to analyze the financial performance of the practice’s cost centers (i.e. surgery practice, med spa, etc.)
  • Analyzes and presents financial reports and key performance indicators to the surgeons monthly – explains the specific financial impact of each
  • Performs a full analysis of the aesthetic fee schedule annually, to maximize reimbursement
  • Ensures a proper inventory management system is in place for all retail products and non-surgical treatment supplies
  • Interfaces with liaison from Premier Billing Network about revenue cycle operations

MARKETING:

  • Collaborates with Marketing and Clinical team to create and implement the practice’s internal and external marketing plan and develop programs and initiatives that enhance aesthetic patient revenue
  • Maintains detailed knowledge about the local market: i.e., demographics, changing payor mix, consolidation, employers, etc.
  • Develops and maintains relationships with referral sources (ex. employers, plans, spas, and referring practices)
  • Oversees updates to the practice Web site and social media interactions
  • Works with outside vendor to develop and send a monthly/quarterly newsletter

RISK MANAGEMENT:

  • Reviews the practice compliance plan annually and ensures staff receives annual training
  • Arranges for regular documentation audits; presents results to surgeons
  • Generates and analyzes CPT frequency reports by surgeon, and discusses areas of risk and revenue opportunity
  • Reviews the HIPAA policy annually – or outsources to a qualified vendor – and ensures staff receives annual training
  • Ensures financial audit protocols are sound

GENERAL ADMINISTRATION:

  • Meets with surgeons monthly and Director of Clinical Operations weekly to discuss business issues
  • Coordinates and runs a strategic planning retreat annually
  • Maintains patient confidentiality by following the HIPAA Compliance Plan established by the practice; releases PHI in accordance with the practice's HIPAA Compliance Plan, attends regular HIPAA training, maintains data security by refusing to share computer and other passwords, and reports all identified and suspected HIPAA violations to the Privacy Officer
  • Performs all other tasks as requested by the surgeons and/or Director of Clinical Operations

Required Qualifications

  • Bachelor Degree required with a minimum of 8 years clinic office experience with 3 to 5 years supervisory experience required.

Preferred Qualifications

  • Master’s degree in a business or related field preferred.
  • Medical office, hospital, academic surgical dept or multi-million dollar business unit experience preferred.
  • Exceptional internal, external and customer service skills.
  • Working knowledge of patient services, organizational, communication and interpersonal skills.
  • A thorough understanding of what medical records, phone triage, front desk and insurance verification/precert positions entail is strongly preferred.

ADDITIONAL CHARACTERISTICS:

  • Strong interpersonal skills, and the ability to communicate effectively with surgeons, staff, hospital personnel, payors, and customers
  • Ability to perform well in stressful situations
  • Neat, professional appearance
  • Articulate, both verbally and in writing

Salary Range

The hiring range for this position is $60,840 - $77,584 annually.

Benefits

  • Retirement Savings Plan

  • 22 vacation days

  • 8 Paid Holidays

  • Sick Time

  • Tuition benefits for employee, spouse and dependent children

  • Free Metro Link/ Bus pass

  • Free Life Insurance

  • Health, Dental, Vision

  • Health Savings Accounts (HSA)

  • Long Term Disability Insurance

  • Flex Spending Plan

  • Other Benefits

Med School HR website (medschoolhr.wustl.edu)

EOE Statement

Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

Job Title: Practice Manager - Plastic Surgery - 41561

Job ID: 41561

Location: Medical School

Full/Part Time: Full-Time

Regular/Temporary: Regular