Ketchum Health Medical Practice Manager

DescriptionThe Ketchum Health Medical Practice Manager (PM) is responsible for the day-to-day administrative and operational management of the university-owned and operated Ketchum Health Medical Clinic (KHMC). The PM is specifically responsible for overseeing front office, back office, and revenue cycle functions. This role ensures efficient clinic operations, strong financial performance, high-quality patient experience and clinical teaching, and compliance with applicable healthcare regulations.

The PM will prioritize strengthening revenue cycle infrastructure, including scheduling efficiency, chart closure compliance, billing timeliness, and accounts receivable performance. The PM is expected to bring structure, accountability, and measurable improvement to revenue cycle performance.

The PM works closely with the Medical Director (MD) and clinical staff to optimize patient care and health outcomes optimize workflows, improve revenue capture, and support continuity of care, including preparation for future provider transition.

This role operates within a matrix reporting environment. The PM reports to the President for operational oversight and clinic performance, to the Vice President for Administration and Finance & CFO for financial performance and revenue cycle metrics, and to the Director the School of Physician Assistant Studies (SPAS) for student rotations and clinical education coordination. The PM is expected to align priorities across stakeholders and ensure clear communication on operational, financial, and educational objectives. In matters of operational conflict, the PM will escalate to the President for resolution.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Clinical Operations

Oversee daily operations of the clinic, including scheduling, patient flow, staff coordination, and hours of operation
Supervise front office and back-office staff (medical assistants and administrative personnel)
Develop and maintain efficient workflows to maximize provider productivity and patient satisfaction
Monitor and address operational issues in real time
Ensure appropriate staffing level and coverage
Organize and lead regular staff and provider meetings to review clinic operations, patient flow, staffing needs, and performance expectations
Oversee radiology operations, including compliance with applicable radiation safety regulations and equipment maintenance coordination
Manage provider scheduling across a multi-provider, variable-availability model to ensure appropriate clinical coverage and continuity of care

Revenue Cycle Management

Drive stability and continuous improvement across revenue cycle operations
Develop and execute a plan to address the backlog of unbilled encounters and aged accounts
Enforce timely chart closure by providers (target: within 24-48 hours)
Oversee end-to-end revenue cycle, including charge capture, coding, billing, and collections
Assess current billing and coding capabilities; recommend training, certification, staffing changes, or outsourcing as needed
Monitor key performance indicators such as:
Days in Accounts Receivable
Charge lag and chart closure timeliness
Denial rates and rework
Net collection rate
Provider productivity rate
Ensure timely submission of clean claims and follow-up on outstanding balances
Partner with billing and coding staff to resolve issues and improve performance
Identify and correct revenue leakage, including missed charges, undercoding, or workflow gaps

Financial Oversight

Track monthly revenue, collections, and basic expense trends
Prepare regular reports for leadership on clinic performance
Prepare the annual operating expense and capital budget; monitor compliance on an ongoing basis
Implement initiatives to improve financial performance
Explore additional payor opportunities and liaison with insurance carriers or medical groups

Staff Management & Development

Hire, train, and evaluate administrative and support staff
Establish clear expectations and accountability measures
Foster a collaborative and professional work environment
Address performance issues and implement corrective actions when necessary

Compliance & Quality

Ensure compliance with HIPAA, billing regulations, and payer requirements
Maintain accurate and complete documentation practices
Support coding accuracy and audit readiness
Implement and monitor policies and procedures

Provider, Patient & Student Support

Optimize scheduling templates and clinic utilization
Address patient and student concerns and improve experiences

Strategic & Transition Support

Document and standardize key workflows and processes
Support onboarding of new providers as part of succession planning
Identify opportunities for operational improvement within space and resource constraints

Student Education Oversight

Collaboratively work with the Deans and Directors and the members of the President's Executive Council to ensure coordination of educational and operational endeavors, to include interprofessional clinic time for students.
Review and establish, in coordination with the Director of SPAS, student clinical rotations assignments, medical testing, and immunizations.
Coordinate and support student rotation logistics in collaboration with the MD and clinical preceptors
Develop onsite training for advanced procedures and opportunities for students of all programs.
Coordinate clinic operations in a manner that supports interprofessional education (IPE) experiences for students and clinical staff

QUALIFICATION REQUIREMENTS

The requirements listed below are representative of the knowledge, skill, and/or ability required of a PM. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Experience with EHR and practice management systems
Strong knowledge of medical terminology, CPT, ICD-10, coding principles, and payer requirements
Demonstrated experience with revenue cycle management and billing processes including claims submission, denial management, collections, reducing A/R days, resolving billing backlogs, and improving collections
Ability to analyze and resolve unbilled encounters, charge lag, and chart closure compliance,
Proven ability to hold providers and staff accountable, address performance issues directly, and drive improvements in team productivity and morale
Experience implementing workflows and enforcing policies
Strong problem-solving skills with the ability to lead, plan, and manage change
Ability to prioritize and manage multiple competing tasks and make sound decisions under pressure
Experience supervising clinical and administrative staff
Ability to run, interpret, and act on operational and financial reports and data
Effective communication skills, both written and verbal, with the ability to engage diverse audiences including employees, students, community groups, and the public, build strong working relationships, motivate and train staff
Ability to establish and maintain effective working relationships with employees, students, community groups, and the public
Ability to maintain confidentiality with internal and external stakeholders.

EDUCATION AND/OR EXPERIENCE

Bachelor’s degree in healthcare administration, business, or related field (or equivalent experience)
Minimum 5 years of experience in medical practice management, healthcare operations, or revenue cycle management
Experience in a small outpatient practice environment
Strong leadership, organizational, and problem-solving skills
Experience supervising staff in a clinical setting
Proficiency with electronic health records and practice management systems

About the UniversitySEE YOURSELF HERE

Located on a beautiful, seven-acre campus in Fullerton, California, MBKU is an independent, private, non-profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies, College of Pharmacy and the Doctor of Medical Science Program (DMSc) . MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a v