Physician Department Business Manager

About the position: As the Physician Department Business Manager, you will be responsible for the non-clinical operations and administrative functions of the department. You will oversee other administrative personnel in the department and determine appropriate individual roles/workload to efficiently manage the daily function of the department. You will oversee development and implementation of physician retention strategies. This position will provide administrative support to the Physician Chief and represent them in and outside of the department in matters pertaining to the non-clinical, administrative function of the department.

What you'll do: 

Physician Retention

• Implement the physician retention plan
• Monitor and stay informed of individual physicians' well-being by staying engaged, talking/listening, and working in proximity to them
• Ensure that newly hired physicians are assimilating into Arkana and into the Little Rock community by scheduling regular check-ins to discuss their transition, and taking them to lunch or dinner to discuss a more informal atmosphere

Budget & Finances

• Prepare annual budget based on historical data, projected spending, and discussions with Physician Department leaders
• Review monthly reports provided by the Finance Department; prepare analysis of spending and provide a summary report to the Physician Chief
• Review, approve, and process invoices assigned to the Physician Department
• Review and approve Concur reports for Physician Department
• Monitor and track physician daily case assignments; provide reports
• Compile physician bonus monthly report; ensure it agrees with report produced by the Finance Department

Microscopes

• Maintain a list of all Physician Department microscopes, their locations, and their assigned users
• Liaise between physicians and Delta Optics for repairs, annual maintenance, and part upgrades
• Maintain semi-annual microscope maintenance reports as needed for CUA accreditation and research grants
• Order new microscopes as needed for new physicians and ensure timely set-up; forecast capital expenditure of new microscopes in capital expenses of annual budget
• Become educated on microscopes to ensure understanding of any problems identified by a physician and have the ability to relay the issue to Delta Optics

Physician Spaces

• Assign office space to new physicians and fellows; work with appropriate person to ensure office is furnished properly and in a timely manner
• Long-range planning to ensure office space for graduating fellows and anticipated new hires
• Work with the Facilities Department to address environmental issues with physician offices
• Order occasional furniture, lamps, etc. per physician request, within budget
• During building remodel, ensure physicians have spaces to work, and plan for long-term placement

Supervision/Leadership

• Supervise the Physician Executive Assistant and the Front Office Coordinator positions
• Cross-train on all administrative functions in order to understand the various work of each position and be able to stand in for those positions in case of an absence
• Conduct weekly team meetings with administrative staff
• Goal-setting and performance reviews with administrative staff
• Periodically review job descriptions in comparison to actual duties to ensure accuracy of job
• Encourage and mentor administrative staff for long-term responsibilities and future growth
• Participate in Arkana Leadership meetings and activities
• Participate in quarterly Physician Department Town Hall meetings
• Compile and maintain a Policies and Procedures Manual for the Physician Department which contains step-by-step guidelines for regular administrative activities of the department
• Determine processes or procedures that can be made more efficient by automated programs or techniques, working with the Information Technology Department as needed

Physician Administration

• In conjunction with the HR Department, review and process the physicians' annual contract renewals, or review and process contracts for newly hired physicians. Provide a summary of changes to the Physician Chief for his review
• Track physician case assignments daily; monitor bonus pay for physicians to ensure accuracy
• Provide physician metrics to the Physician Chief prior to semi-annual reviews
• Manage physician time-off requests including maintaining the master calendar, entering data into the payroll system, and reviewing PTO balances with physicians twice a year

Interdepartmental Work

Regularly work and communicate with the following departments regarding physician needs:

• Licensing and Credentialing
• RCM
• IT
• Marketing
• Facilities
• Health Information Management

Events and Special Projects

• Have oversight of Physician Department special events including:
• Quarterly physician events (Top Golf; Travelers baseball game; fall picnics; Physician Christmas breakfast, etc.)
• Welcome lunches for newly hired physicians
• Physician recognition (birthdays, awards, significant life events such as gaining U.S. citizenship, fellowship graduations)
• PTO Lottery Draft
• Other duties as assigned

You should have: 

Education:          Bachelor’s degree or equivalent preferred

Experience:         3+ years of previous healthcare management experience preferred  

Computer Skills: Strong computer skills required (Microsoft Outlook, Word, Excel, PowerPoint, Adobe)

Other Requirements:

The ideal candidate will be a highly motivated, goal-orientated individual who exhibits the Arkana values of generosity, teamwork, and improvement. Specific skills include:

• Excellent verbal and written communication skills
• Ability to communicate clearly, professionally and to be persuasive and persistent when needed
• Excellent interpersonal skills with the ability to communicate at all levels including physicians, program administrators, peers, support staff
• Ability to independently plan, organize, and schedule
• Customer service attitude
• Ability to analyze data
• Sound decision-making skills
• Demonstrated ability to conduct internet research in an effective and productive manner
• Occasional after hours and weekend work for physician team events or related duties

Additional Information: This position may involve occasional driving for business purposes using a company, personal, or rental vehicle. Employees must maintain a valid driver’s license and adhere to Arkana's Vehicle Operations Policy. Driving records will be monitored and any policy violations may result in disciplinary action. Motor Vehicle Records (MVRs) will be checked before hire, periodically during employment, and as needed.

Schedule: Monday-Friday 8am-5pm onsite at the main office in Little Rock, Arkansas (Occasional evening and weekend work may be required as business needs arise)