Practice Manager - OBGYN

Department: OBGYN

Location: Eddy Street, University Commons & Granger Campus 
Hours: Full-Time. Monday - Friday.

Join Our Team at The South Bend Clinic!

At The South Bend Clinic, we strive for excellence—not just good enough. Every day, our dedicated team shows up inspired to exceed expectations, recognizing and celebrating the remarkable in everyone we encounter—inside and outside our workplace.

We’re more than a healthcare provider; we’re a partner in helping people live happier, healthier lives. We seek team members who share our relentless passion and pride for making a meaningful impact. We invest in your personal and professional growth, empowering you to fulfill your purpose and leave your mark.

Why Choose The South Bend Clinic?

We’re committed to supporting our team members in every aspect of their lives with holistic benefits designed to help you thrive:

• Financial Wellness:

  • Daily Pay: Access your earned wages when you need them.
  • Tuition Reimbursement: Up to $5,250 per year to support your education.
  • 401(k) Match: Plan for your future with our competitive matching program.
  • 3-Year Vesting: Achieve full ownership of your retirement contributions in just three years.

• Health & Well-Being:

  • Comprehensive medical and prescription coverage, including 100% coverage (after deductible) when using a Duly provider.
  • Pet Health Coverage: Because your furry friends matter too.

• Work-Life Balance:

  • Paid Volunteer Time: 40 hours of paid time off annually to give back to your community.
  • Parental Leave: 12 weeks of 100% paid parental leave, plus adoption and surrogacy financial benefits for non-physician team members.

• Inclusive Culture:

  • A workplace that prioritizes Diversity, Equity, and Inclusion (DEI) and is dedicated to making a positive Social Impact.

Operations:

• Leads and oversees a team consisting of Practice Supervisors and Staff in managing the daily operations and the development and promotion of services within the Departments.
• Schedules and conducts regular meetings to ensure smooth operations.
• Develops & maintains a sound plan of Departmental organization, including a regular and systematic evaluation of overall operations resulting in the creation of plans for improvement in operational efficiency and customer satisfaction as well as analyzing and recommending changes in organization systems, policies and procedures.
• Works with the Department Chairs to develop agendas for and conduct departmental physician meetings. Develops and implements procedures and controls to promote communication and adequate information flow within the Department and between the Department and Administration.
• Oversees physical facility and equipment resources. Reviews facility and equipment needs including evaluation, acquisition, and maintenance needs. Recommends capital expenditures in line with Clinic’s policies and procedures.
• Responsible for maintaining necessary level of supplies on hand and ensuring that purchasing mechanisms are effective and efficient.
• Ensures that all Departmental activities and operations are carried out in compliance with local, state, and federal regulations and laws governing business operations. Ensures compliance with Medicare regulations.
• Attends Clinic Operations meetings and communicates important information back to departments and staff within the Departments.
• In accordance with direction from the Finance Team and Director of Department Operations, prepares and maintains departmental budgets and financial reporting systems.
• Reviews regular financial reports to ensure acceptable income/cash flow. Maintains system to evaluate department profits, productivity, utilization of resources and quality of care.
• Responsible for ensuring that all expenses within the Department are accurate, appropriate and paid timely.
  Strategic:
•  Works with the Director of Department Operations to set goals for the Departments. Reports back regularly on the achievement of those goals.
•  Develops and implements short-term and long-range plans and goals for the Departments based on the organizational plans and Clinic growth objectives.
• Develops and maintains effective relationships with outside strategic partners, including area hospitals, referring physician groups, and others.
  Human Resources:
• Directly and indirectly supervises a team consisting of Office Managers, Supervisors and Staff. Ensures that the responsibilities, authority, and accountability of all direct subordinates are defined and understood. Evaluates their performance and recommends merit increases, promotions and disciplinary actions.
• Seeks input and assistance of the Human Resources team for the development of human resource strategies and policies to maintain a high performing staff.
• Assigns duties to ensure effective and efficient operations with and trains personnel to ensure that all employees have an in-depth knowledge of their assigned tasks.
•  Ensures that all personnel adhere to Clinic Policy, including following all aspects of the Employee Handbook and receiving all required and/or necessary training. Administers disciplinary action as necessary.
• Maintains understanding of various state and federal laws that govern employment and personnel actions. Ensures that all payroll and personnel records are complete, accurate and maintained in accordance with applicable laws.
• Other Duties will also be required as assigned from time to time. Develops efficient operations to ensure quality care and productivity goals for physicians.
•  Analyzes and staffs front and back office to meet the needs of the healthcare professionals and patients efficiently and courteously.
•  Ensures staffing plans are developed and communicated in a timely fashion.
• Ensures cost effective approach to supply availability within the department.
• Implements and supports goals and strategies as agreed upon by administration and physicians.
• Communicates and ensures staff participation in organization wide programs, policies, and meetings.
•  Initiates and facilitates appropriate regular staff/work team meetings to ensure communication and understanding of practice and organization goals.
• Resolves and documents all patient complaints with assistance of clinic staff, physicians, Director, or COO as needed.
  aa. Participates in capital and operating budget creation and expense management.
  bb. Manages practices within established budgetary guidelines.
  cc. Supervises all business office functions occurring onsite, including charge positing and collection of demographic and insurance information as required for billing and reimbursement. Responsible for these tasks being accomplished and performed accurately.
  dd. Responsible for creating positive, safe, professional working environment for all employees, thus establishing and maintaining positive employee morale.
  ee. With assistance from Human Resources, ensures compliance with all state and federal employee related laws and policies.
  ff. With assistance from Human Resources, is responsible for recruiting, hiring, training, disciplining, and supervising all department staff according to the department’s organizational structure.
  gg. In conjunction with Human Resources, develops job descriptions and monitors workflow for all staff.
  hh. Performs timely performance evaluations and documentation as required for salary/wage increase and/or performance improvement.
  ii. Implements and reinforces organization wide personnel and operational policies.
  jj. Maintains records of staff leave for vacation, illness, and other reasons.
  kk. Shows leadership in operational management and implementation and support of administrative initiatives.
  ll. Embraces change and flexibility in response to dynamic and fast paced environment.
  mm. Learns all aspects of departmental operations and seeks continued improvement in quality and cost effectiveness of service delivery.
  nn. Provides employees with training and protocols for meeting recommended service standards.
  oo. Fosters learning environment through training of staff and personal skill development.
  pp. Demonstrates customer focused behaviors and a service orientation.
  qq. Develops positive relationships with all physicians in identified departments.
  rr. Acts as a role model for appropriate positive professional behavior in the workplace.
  ss. Leads by example through courtesy, diplomacy, and tact.

Education/Certification/License:

• Bachelor’s degree in health administration, business administration or related field required. Master’s degree preferred.
• Three years’ experience in administrative or business services in a health care setting including two years of supervisor experience.
• Experience in Physician Practice management preferred.

Knowledge, Skills, and Abilities:

• Understanding of applicable laws and regulations, including but not limited to HIPAA, Stark, Anti-kickback, FMLA, FLSA, and OSHA.
• Excellent oral, written and presentation skills.
• Experience with supervision and management of diverse staff.
• Excellent interpersonal communication skills.
• Maturity to work under pressure, to meet established deadlines and to handle issues that may arise with personnel, administration and physicians.
• Ability to read, analyze, and interpret financial reports and legal documents, including billing and collections reports.
• Ability to write reports that conform to prescribed style and format.
• Ability to effectively present information to top management, public groups, physicians, and/or Board.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community.
• Fluency with word processing and spread sheet computer functions.
• Prefer a prior experience in healthcare as well as prior supervisory experience.