Practice Manager (RN)

Marathon Health is a leading advanced primary care provider, partnering with employer and union plan sponsors to improve health for millions of Americans. With nationwide onsite, nearsite, and network health centers, and virtual primary care, Marathon delivers a value-based model that enhances the healthcare experience for members and providers, while driving meaningful cost savings for plan sponsors. Marathon is proud to be certified as a Great Place to Work®, reflecting the company's commitment to building an inclusive, high-trust culture where all employees can thrive. Learn more at

ABOUT THE JOB

Manages daily healthcare center operations including staff and patient needs. Oversees day-to-day operations, administrative management, regulatory compliance and safety, efficiency, and quality and staffing needs to deliver exceptional customer service. This leadership role provides insight and coordination with team members, which may include Health Center Director, multiple providers, support staff, and healthcare specialists and performs a diverse variety of tasks including clinical and non-clinical support.

ESSENTIAL DUTIES & RESPONSIBILITIES

Operations

• Upon consultation with the Health Center Operations Manager, train, manage, provide feedback on, and update clinical and operational workflows for daily operations of the clinic to ensure regulatory compliance, efficiency, safety, sanitation, quality, and patient as well as staff satisfaction. Escalate needs or concerns to the Health Center Operations Manager, Regional Clinical Leaders or others as appropriate.
• Thoroughly understand the duties and roles of all Teammates for ability to provide support, including front office, back office, and patient care duties. Reinforce procedures designed to ensure a fully functional staff (i.e. clinical credentials and competencies, mandated trainings/tests, ongoing compliance training, etc.).
• Oversee the ordering and inventory of office and medical supplies in an organizational manner, which includes a tracking system to ensure best practices and management of the supplies budget.
• In conjunction with the health center providers, collaborate with health agencies and vendors in the local community for referrals and patient connections.

Location Staffing

• Responsible for assigned location staffing and the process of hiring new staff in collaboration with Talent Acquisition, Health Center Operations Manager.
• Conduct training for new staff and facilitate shadow training experiences in the health center for new and temporary Marathon staff from external health centers in collaboration with the training team.
• Manage timesheets for all staff, including review and approval of clock in/out, time off requests (PTO, CME, etc.), and pay period completion, in a timely and accurate manner. Proactively discuss any inconsistencies or challenges (overtime, last minute call outs, continued tardiness, excessive absenteeism, PTO overages, etc.) directly with the ambassador to avoid mismanagement of policies and systems. Connect with Health Center Operations Manager and HR Business Partner with concerns and support.
• Ensure staff schedules are up to date and accurate for management by the ambassador as well as patient access. Review schedule freezes and understand schedule.
• Required to provide coverage for vacant positions during staff absences or unfilled roles; expected to step in and assume duties and responsibilities when needed due to staff shortages.

• Ensure appropriate staffing coverage is always complete. Utilize Marathon Health software systems appropriately for fill management. Work directly with Resource Coordination in a timely fashion to coordinate and manage backfill needs. Inform leadership when in need of agency support and gain the necessary approvals for this type of fill. Be open to leverage all means of potential cover - including existing staff – while being mindful of overtime, budget and the necessity of the backfill need.

Compliance

• Accomplish department objectives by supervising staff and organizing and monitoring work processes with the highest degree of quality and safety.
• Oversee the health center’s quality assurance and improvement process (i.e. QC documentation for lab equipment, CLIA waived tests, and vaccines) and report to Health Center leadership.
• Responsible for receiving notifications, potentially after hours, that impact some quality controls including vaccine management and abnormal labs. Serve as coordinator for vaccine management and preservation.
• Oversee Smartsheet management to ensure completion and consistency with required updates.
• Serve as the emergency coordinator for the clinical center, ensuring that all emergency training & preparation is up to date.
• Ensure team attends Regional Clinical Calls, completes assigned clinical training, and licensing needs are up to date.

KPI’s, Events and Engagement

• Responsible for relaying and educating team clinical KPIs (GOSPA, Engagement, Center of Excellence, Performance Guarantees, etc.) and drive the clinical team to meet targets. Assists Leadership teams with strategic planning to drive attainment.
• Facilitate outreach planning and assists with outreach strategy.
• Lead coordinator for clinic engagements and events such as health center promotion, opportunities, mass biometric screenings, blood pressure clinics, health fairs, etc.
• Work closely with the Health Center Leadership and Regional Clinical Lead to ensure clinical workflows associated with special events (eg: flu shot clinic) are understood by the clinical team and followed appropriately.
• Provide feedback of what events went well and what could have been improved. Brainstorm additional opportunities for patient engagement.

People Leadership

• Manage a talented team of Medical Assistants, LPNs, Medical Receptionists and other health center team members as assigned.
• Ensures compliance with applicable laws and regulations including federal, state, and local laws, safety and sanitation directives, and Marathon Health policies and procedures.
• In partnership with People Experience and senior leaders, provide professional and effective supervisory responsibilities including hiring, leading continuous team building and goal setting, career pathing and professional development, competency management (i.e., training, education, credentialing), performance management, work planning and prioritization, resource management, scheduling and leave management for all staff. Provide proactive support of the Ambassador’s Code and change and conflict management in support of Marathon Health’s values.
• Act as the primary point of escalation for team and patient challenges. Engage in constructive problem solving and addressing issues raised by clinical staff and consult with the Health Center leadership and/or HR Business Partner on applicable course of action.
• Reinforce procedures designed to ensure a fully functional staff (i.e. clinical competencies, mandated trainings/tests, ongoing compliance training etc.).
• Reinforce and educate all staff on the Marathon Health Policies and Procedures related to Scope of Services and clinical workflows. Understands and communicates team KPIs and strategizes along with Health Center Operations Manager to drive goal attainment.
• Facilitate performance and goal management of all health center staff with the support of Health Center Operations Manager.
• Responsible for staff retention, recruitment, and Ambassador satisfaction to the highest degree with support from Operations Manager.

These are the hours that the Health Center is Open:

Mon & Wed: 8am-5:00pm

Tues & Thurs: 9am-7:00pm

Fridays: 8am-4:30pm

QUALIFICATIONS

Bachelor’s degree in nursing or related field and current RN clinical license plus 3-5 years clinical experience and a minimum of 5 years’ experience in direct employee management, overseeing medical clinic for health care delivery, or equivalent combination of education and experience. 4+ years of experience in a direct healthcare setting and delivering excellent service to clients, patients, and clinical providers and staff. 2+ years of practice management operations, office administration, regulatory compliance and safety. Experience providing direct patient care such as performing vitals, immunizations, phlebotomy, etc.

DESIRED ATTRIBUTES

• Strong technical expertise using Electronic Medical Records (EMR) systems, Microsoft Teams and Microsoft 365 including Word, Excel, Outlook, PowerPoint, etc.
• Excellent written and oral communications skills. Ability to communicate medical conversations with clients, patients, business leaders and professionals.
• Exceptional customer service skills and ability to promote teamwork. Ability to build and maintain trusting relationships by approaching all work with integrity and commitment.
• Excellent time management skills and ability to multi-task, prioritize work, execute a plan, and meet deadlines.
• Flexibility and adaptive skills with the ability to effectively manage competing priorities in a constantly evolving workplace in a fast-paced environment.
• A proven record of successfully working with employees, stakeholders, clients, vendors, and guests.
• Excellent organizational skills and meticulous attention to detail.
• High level of critical thinking, and creative and effective problem-solving skills.
• Ability to maintain confidential documents and communication and use judgment and discretion.

Pay Range: $80,000 - $100,000/yr

The actual offer may vary dependent upon geographic location and the candidate’s years of experience and/or skill level.

We are accepting applications for this position until a candidate has been selected. To apply to this position and learn more about open jobs at Marathon Health, visit our careers page.