How to Be Physician Practice Manager - Job Description, Skills, and Interview Questions

Mar 18, 2021 / 6 Minutes Read / By Albert

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The role of a Physician Practice Manager is critical in the successful functioning of a medical practice. They are responsible for managing the day-to-day operations of a medical practice, including overseeing staff, managing patient records, and ensuring compliance with regulations. Without the effective management of a Physician Practice Manager, a medical practice could experience decreased efficiency, higher costs, and lack of adherence to key regulations.

This could lead to increased patient wait times, decreased patient satisfaction, and even legal issues. Thus, a strong practice manager can help ensure the success of a medical practice by providing strong leadership, managing resources effectively, and ensuring compliance with all relevant laws and regulations.

Steps How to Become

Earn a Bachelors Degree. The first step to becoming a physician practice manager is to obtain a bachelors degree in healthcare administration, business administration, or a related field. This degree will provide the necessary skills and knowledge needed to effectively manage a physician practice.
Gain Work Experience. After completing your bachelors degree, it is essential to gain experience in the healthcare field. Experience in areas such as medical billing, coding, and insurance can prove to be beneficial. It is also important to gain experience in customer service, as physician practice managers must be able to interact with patients on a daily basis.
Obtain Certification. Many physician practices prefer to hire managers who have obtained certification through a recognized educational program or organization. The American College of Medical Practice Executives offers the Certified Medical Practice Executive (CMPE) certification, which requires candidates to pass a certification exam.
Stay Current. Once you have obtained your certification, it is important to stay current on industry trends and regulations. This can be done by attending conferences, reading journals and other publications, and participating in continuing education courses.
Network. Networking is an important part of becoming a successful physician practice manager. It is important to establish relationships with other professionals in the healthcare industry and build a referral network.
Pursue Advanced Education. Pursuing advanced education such as a masters degree or MBA can help to enhance your career prospects and increase your earning potential as a physician practice manager.

An effective practice manager must ensure that their practice is both reliable and efficient. To do this, they must ensure that their staff is adequately trained and knowledgeable in their respective fields, that the processes and procedures used by the practice are well documented and up-to-date, and that the technology used for patient care and administrative tasks is well maintained and up-to-date. Additionally, a practice manager should provide adequate support and communication to their staff so that they can effectively manage their workloads and stay informed about changes in the healthcare industry. By taking these steps, practice managers can ensure that their practice is reliable and efficient, providing patients with the best care possible.

You may want to check Physician Coder, Physician Assistant, and Physician Relations Manager for alternative.

Job Description

Recruit and supervise staff, including physicians, physician assistants, nurse practitioners, medical assistants, and office personnel.
Create and manage schedules for staff and physicians to ensure adequate coverage of services.
Monitor and track staffing productivity, ensuring proper utilization of staff and cost control measures are in place.
Establish and maintain standards of medical practice in accordance with state and federal regulations.
Oversee the coding, billing, and collections process to ensure accuracy and timely payment of services rendered.
Develop and maintain relationships with key stakeholders such as referring physicians, hospital administrators, payers, and vendors.
Monitor financial performance and provide budgeting and financial forecasting support.
Develop performance improvement initiatives to promote quality assurance and patient safety.
Ensure compliance with all applicable legal, regulatory, and accreditation standards.
Analyze data to identify trends and areas for improvement in operations and patient care delivery.

Skills and Competencies to Have

Leadership: Ability to effectively manage a team, set goals and objectives, and motivate employees.
Strategic Planning: Ability to develop and implement long-term strategies and plans to ensure the practices success.
Financial Management: Knowledge of budgeting, accounting, and cost control principles.
Business Acumen: Ability to recognize and respond to changing business conditions.
People Management: Ability to develop relationships with staff and understand how to manage performance.
Communication: Strong written and verbal communication skills.
Decision Making: Ability to evaluate information, make sound decisions, and take appropriate action.
Problem Solving: Ability to identify problems and develop solutions.
Conflict Resolution: Ability to deal with difficult people and resolve conflicts in a timely and professional manner.
Risk Management: Recognizing, assessing, and managing risk in the practice.

An effective Physician Practice Manager needs to possess a wide range of skills to be successful. One of the most important skills for a practice manager is the ability to stay organized and manage time efficiently. This skill is critical for ensuring that all tasks are completed in a timely manner, and that patients and staff are well taken care of.

Another important skill is the ability to work with a variety of stakeholders, including physicians, office staff, and insurance companies. Being able to effectively communicate and collaborate with these stakeholders can greatly improve the efficiency of the practice. Finally, strong problem-solving skills are necessary for responding to unexpected challenges or changes in the workflow.

With these skills, a practice manager can successfully guide their practice through any situation while maintaining quality patient care.

Physician Recruiter, Physician Scheduler, and Physician Informatics Specialist are related jobs you may like.

Frequent Interview Questions

How would you handle a situation with a difficult physician?
Describe a time when you had to manage multiple priorities effectively.
What experience do you have with coding and billing in a physician practice?
How do you stay up to date on the latest regulations impacting physician practices?
What experience do you have in developing and managing practice policies and procedures?
How do you ensure accuracy and consistency in physician documentation?
Describe your experience with managing staff in a physician practice.
What strategies do you use to reduce costs and improve efficiency in a physician practice?
How do you handle employee issues, such as grievances and disciplinary actions?
How would you build relationships with referring physicians and other healthcare providers?

Common Tools in Industry

Scheduling and Appointment Management Software. A computer program that helps manage patient scheduling, appointment reminders and cancellations, and patient data. (eg: Kareo Scheduling)
Electronic Health Record (EHR). A digital record of patient medical history and information that allows for secure sharing of medical records across a health care organization. (eg: Epic EHR)
Practice Management Software. Software that helps manage the financial and administrative aspects of running a medical practice, including billing, payments, claims, and collections. (eg: AdvancedMD Practice Management)
Medical Billing Software. Software that automates the billing process, helping to speed up payments while reducing errors in billing codes. (eg: Kareo Medical Billing)
Analytics and Reporting Software. Software that provides insights into practice performance and trends, including patient demographics, financials and outcomes. (eg: CareCloud Analytics)
Patient Portal. A secure web-based system that allows patients to access their medical records, communicate with physicians and schedule appointments. (eg: AthenaHealth Patient Portal)
Data Security Software. Software that helps protect sensitive patient information from unauthorized access and other security threats. (eg: CynergisTek Data Security Solutions)

Professional Organizations to Know

American College of Physician Executives (ACPE)
American Association for Physician Leadership (AAPL)
Medical Group Management Association (MGMA)
Healthcare Financial Management Association (HFMA)
Academy of Healthcare Management (AHM)
American Medical Group Association (AMGA)
National Association of Physician Practice Managers (NAPPM)
American Health Information Management Association (AHIMA)
American Association of Medical Office Managers (AAMOM)
American Medical Association (AMA)

We also have Physician, Physician Receptionist, and Physician Clinical Documentation Specialist jobs reports.

Common Important Terms

Practice Administration. Refers to the management and oversight of a physician's practice, including financial, operational and personnel matters.
Credentialing. The process of verifying a healthcare providers qualifications, professional experience and education.
Healthcare Compliance. Measures and processes used to ensure a healthcare organization follows relevant laws and regulations.
Electronic Health Records (EHR). A digital version of a patients medical history, including diseases, medications and treatments.
Patient Flow Management. A system of strategies and techniques used to control and optimize patient movement within a facility or practice.
Quality Assurance. The process of ensuring that healthcare services meet the standards outlined by government or other regulatory bodies.
Human Resources. The management of personnel within an organization, including recruitment, hiring and training.
Revenue Cycle Management. Processes that oversee the collection of payment for services rendered by a healthcare provider.

Frequently Asked Questions

What is a Physician Practice Manager?

A Physician Practice Manager is a professional who is responsible for overseeing the day-to-day operations of a medical practice, including management of staff, patient care, billing and finance, marketing and IT.

What duties does a Physician Practice Manager typically perform?

A Physician Practice Manager is typically responsible for budgeting, scheduling, implementing policies and procedures, overseeing administrative staff, and ensuring quality patient care. They may also manage billing and coding, accounts receivable and payable, marketing, IT, and other related activities.

What qualifications are necessary to become a Physician Practice Manager?

Generally, a Physician Practice Manager will need to have a Bachelors degree in Health Administration or a related field, along with prior experience in the medical field. In addition, they should have strong communication and organizational skills, knowledge of medical terminology and coding, and experience working with Electronic Health Records (EHRs).

How much does a Physician Practice Manager earn?

The median salary for a Physician Practice Manager is $82,000 per year. This figure can vary depending on experience, job location, type of practice, and other factors.

What is the job outlook for Physician Practice Managers?

The job growth outlook for Physician Practice Managers is positive. According to the Bureau of Labor Statistics, the employment of Medical and Health Services Managers is projected to grow 18% from 2019 to 2029, much faster than the average for all occupations.