Oversee Patient Care and Documentation - Completes Evaluation, Progress Note, Treatment, Discharge
- Evaluates all patients referred for physical therapy
- Completes Progress Notes at a frequency determined by their insurance carrier
- Completes documentation via EMR
- Prepares and submits clinic reports via EMR, assuring confidentiality and following all HIPAA guidelines to include initial evaluations and summaries, daily treatment notes for all patients seen that day under his/her care, progress reports to referring physicians and agencies, discharge reports and summaries, special reports and daily attendance records and summaries
- File patient incident reports when needed
- Admin to scan document into patient chart
- Confers with persons most closely associated with the active management of the patient and to keep them informed of any additional patient needs, treatment modifications and/or progress
- Example: case managers, attorneys, social workers, surgeons, etc.
- Treats patients of all ages, race, creed, gender, culture, socioeconomic background, and disability without bias or prejudice
- Respects and understands the patient's right to treatment and right to involvement in treatment decisions
- Practices ethical responsibility based on the cultural, ethnic and religious beliefs of the patients served and applicable law
- Excels in the area of customer service; Monitors and trains this expectation to staff
- Efficiently and accurately uses and teaches technology used in the office, and any software required to complete his/her job or as required by management
- Routinely completes all of HIPAA Privacy and Security training as required by B2Y management team and ensures compliance to these privacy policies within their clinic
- Reaches out to patients for conflict resolution when needed
- CD may also enlist the help of COO for patient conflict resolution when needed
Manages the employees listed directly underneath in Organizational Chart - Includes Admin, clinical staff, techs, and/or students
- ADP Time and Attendance Supervisor
- Approve employee timecards in ADP
- Timecards must be reviewed for accuracy and approved at end of pay cycle in preparation for payroll
- Manage employee schedule for assigned clinic location
- Manage/approve employee time off requests, ensure employees find appropriate coverage when taking time off, etc
- Coordinate with other clinic CD's if necessary when making schedule adjustments and finding coverage
- CD's may opt to have employees "swap roles" if absolutely necessary in order to cover a shift
- Example: In the event of admin absence, PTA can cover as tech and tech covers the front desk
- CD may decide no extra coverage is needed in the event of a slow schedule
- CD may choose to send home extra staff in the event of a slow schedule
- Attempt to address and resolve any employee issues as they arise
- HR related concerns can be directed to the HR Department
- Any other concerns/issues that cannot be resolved should be brought to the COO
- Document any employee incident(s) when necessary in order to be reviewed later during an employee performance evaluation
- Attempt to address and resolve any issues as it relates to COVID-19
- Stay current with the guidelines/recommendations for outpatient healthcare facilities within your clinic's county
- ie: reach out to the county's health department for update information and/or changes
- Communicate any updated information and/or changes to upper management
- Communicate to the CEO and COO any updates and/or modification requests to the clinic's COVID-19 policies and procedures as they arise
- CDs and upper management should work in collaboration to develop and implement the best practices as it relates to navigating COVID-19
- CEO has final say regarding which policies and procedures will be implemented and/or discontinued as it relates to COVID-19 to ensure the cohesiveness between all clinics
Assist with employee recruitment - Post job positions on Indeed (your B2Y email is affiliated with our company account)
- Review resumes
- Complete phone screens for potential candidate(s)
- Conduct Interviews
- schedule interviews in collaboration with the admin during; blocking off the schedule if necessary
- Consider having other team members assist with interview when appropriate (ie: tech or admin) to help determine the candidate's overall fit within the team dynamic
- CD may delegate any/all recruitment tasks to the admin or tech when necessary
- CD does not offer a job or make any hiring decisions
- CD forwards their top candidate selections via email to the CEO and CCO
- CD includes information such as CV, name, phone number, email, rate of pay (if discussed), preferred schedule, locations they will work at, and any other pertinent information.
- CEO to contact candidate, negotiate rate of pay, and making hiring decisions
- CCO will initiate onboarding and determine training schedule
- New hires are provided with training checklists from the CCO during their initial onboarding that the CD should "sign off on" at the completion of training to signal that the new hire has successfully completed their training.
- Forward completed training checklist to CCO
- Provide any additional guidance/mentorship to new hire if necessary
Assist with employee dismissal - When giving notice, staff should be instructed to alert their supervisor
- CD immediately alerts the CEO, CCO, and COO when an employee gives notice
- Begins the recruitment process to replace the staff member that is leaving ASAP
- Collect any company property from employee (ie: office key)
- May choose to plan a "going away" event if necessary
- May delegate tasks to admin and techs
- CD coordinates an exit interview between the employee and HR Department to occur on employee's last day
Conduct Employee Performance Reviews Conducts biannual employee performance reviews in collaboration with the COO
- COO to maintain the performance review tracker
- COO alerts the CD when an employee performance review deadline is approaching
- COO arranges and schedules performance review
- CD completes the performance review (COO may attend if requested)
- COO forwards completed documentation to CEO/CCO to be uploaded to employee's ADP profile.
- COO updates performance review tracker
- CD/COO have the option to enlist the help of our HR Department: Carolyn Bisby when conducting performance reviews if needed
- Disciplinary Action
- Notify CEO/COO and HR department if performance review reveals the need for any disciplinary action
- Following the guidance of HR department, CD/COO to communicate what disciplinary action is to be taken
Adheres to and promotes B2Y policies, procedures, and core values: 1. Patient First Approach
2. Positive Attitude
3. Internal/External Education
4. Team Approach
5. Ethical Pride
- Ensure employees are exhibiting professionalism
- TV's are for patient use only - CD's are to ensure that staff are not watching TV but are engaged with patients and staying busy when on the clock
- Employees should be focused on and interacting with patients when they are present in clinic
- No cell phone use in front of patients
- Ensure employees look professional and abide by the uniform policy
- Ensure employees are utilizing safe and sanitary practices
- Hand sanitizer in between patients
- Cleaning mats, equipment, and linens between use, etc
- Ensures clinic maintains a warm, friendly and welcoming relationship with all patients, B2Y staff, all medical and non-medical professionals, vendors and visitors
- Maintains a clinical atmosphere that coincides with B2Y core values (mood, vibe, artwork, energy, and flow)
- Best efforts to keep clinic morale high
- promote a positive, fun, and inclusive working atmosphere within the clinic
- Celebrate employee birthdays and/or special occasions is encouraged but not required
- Provide feedback and suggestions to improve clinic for patients and employee to the COO
Manages the overall efficiency of daily clinic operations - Maintains a patient treatment schedule consistent with the needs of the clinic, adjusting hours of operation and staffing as appropriate
- Communicate/coordinate any schedule adjustments to the front desk admin ASAP
- Exhibit best efforts to maintain productivity standards (Kept Promise Indicators/KPIs)
- Ensures that staff are completing their job tasks and staying busy
- Delegates tasks to employees when needed and directs the work flow of daily operations within the clinic
- Oversee the arrival of packages to the clinic
- Any package that is delivered to the clinic is for clinic use and may be opened immediately
- May delegate admin/tech to open package and distribute/assemble contents
- Ensure that the boxes are broken down and delivered to the recycling bin
- Keeps the clinic open and functional during the posted hours of operation
- In the event of weather, power outages, and/or other unforeseen circumstances, the CD must make best efforts to keep clinic open
- Closing the clinic in the event of an unforeseen circumstance requires approval from the CEO
- Patients, staff, and upper management should be notified of any last minute approved closings
- Admin to post notice on company social media
- Send out a "patient broadcast' message via Kareo Engage to all patients scheduled
- Ensures that the clinic is neat, organized, and clean
- Oversee that the tech is completing their cleaning and re-stocking tasks, etc
- Ensure that the cleaning, hydrocollator, and bathroom logs are regularly completed
- Notify the COO if the clinic requires any additional cleaning
- Works directly with Front Office Administrator to ensure proper protocols and procedures are followed by the clinic
- Completes all reporting directed by senior management within time frame given
- Immediately communicates any changes from clinic normal operations to COO, including but not limited to: facility maintenance issues, IT related issues, weather, changes in hour of operations, staffing, incident reports, and disciplinary actions
- Addresses any technical, mechanical, and/or building issue that may arise
- Work in collaboration with the admin to address any issues
- Collaborate with the COO if needed
- Utilize the "what to do in case of emergency" information contact sheet for a list of important contacts
- Communicate the problem and solution being implemented to the COO/CEO. Any expenses over $100 require pre approval from CEO
- Determine when purchases are necessary for the clinic using company card
- Purchases over $100 require pre approval from CEO
- Collaborates with the COO and Front Office Administrator to ensure the clinic excels in scheduling, billing, EMR core functions
- Collaborate with administrative personnel and billing team when necessary to ensure ethical, accurate, and best billing practices
- Ex: knowing insurance limitations in regards to units allowed per visit, total units allowed, corresponding to billing team inquiries in our EMR
- Ex: willing to add last minute evaluations same day
- Ex: coding and charging appropriate units relative to duration CPT code is delivered
Provides leadership and guidance as a clinical educator - Remains flexible in regards to clinic hours and schedule
- Any scheduling changes and time off should be reported to the COO
- Utilize the employee roster to find coverage for days requesting off
- Time off to be approved by the COO 12; CEO
- Works to ensure proper procedures are followed as related to clinical mentorship program and student programs; Must also be a clinical mentor
- Seeks out learning opportunities, stays relevant with current evident in treatment approaches, and exercises the most evidence-based interventions
- Available on-site to coach and develop staff, answer questions, deploy new work initiatives as directed by upper management
- Supports the clinic and clinical staff and occasionally assumes these responsibilities in their absence
- Participates in regular leadership meetings, lunch and learns, and attends any training as requested / approved by senior management
- Leadership meetings are every other Monday from 12:30pm - 1:00pm via TEAMS
- Coordinate, organize, and alternates hosting Lunch and Learn Meetings
- Lunch & Learn Meetings are held the last Monday of every month (unless a holiday it will be the week prior) from 12:00p-1:00p
- Each location will alternate organizing and implementing the Lunch & Learn Meetings
- ie: Canton hosts month 1, Grosse Pointe hosts month 2, Royal Oak hosts month 3, Canton hosts month 4, and so on
- Seek out presenters to present
- Delegate staff to seek out speakers and brainstorm possible meeting topics
- The exact schedule of which location will be hosting on which date is subject to change and CD must be flexible
- The meeting will be broadcasted via TEAMS to the other clinics from the "hosting" clinic
Assists with marketing efforts and clinic growth - Attends sales luncheons or community outreach events within the area to improve community awareness of B2Y and establish relationships with referral sources when possible <
