Stephanie Tollefson

• Manage the day-to-day operations for 3 busy outpatient orthopedic clinic locations across the Fort Worth metroplex, which includes 6 orthopedic providers and along with overseeing 30 employees.
• Act as the primary human resources contact for all direct staff, including recruiting/hiring, coaching/counseling, driving professional development, and/or termination of employees as required.
• Monitor and ensure all physician and employee files are up-to-date at all times. Track time/attendance, vacation, and sick/personal time and process bi-weekly payroll for the employees using ADP.
• Oversee any disability, workers comp, and FMLA request for direct staff.
• Spearhead all necessary in-services, and monthly staff meetings to educate staff to reinforce communication and maintain practice goals, as well as perform staff annual performance evaluations for all team members.
• Ensure all physicians and employees comply with company policy requirements as well as OSHA and HIPPA requirements.
• Act as project leader and assist with the development of new provider onboarding into practice, by completing all necessary data reporting, marketing, new provider setup in EMR, provider education, and training materials.
• Work with credentialing and provider relations departments to ensure follow-up when insurance and facility applications are complete.
• Review the practice’s policies and procedures to make recommendations for continued compliance/current regulations and interpret policies/procedures to employees, patients, family members, government agencies, etc.
• Perform routine inspections of the practice to assure compliance and report findings to leadership.
• Addresses issues raised by physicians, employees, and patients and seeks out appropriate leaders or partners to problem solve and process improvement.
• Development, monitoring, and implementation of the practice budget including full profit and loss responsibility of the physician practice, forecasting, revenue, expenses, and budgeting. Recommends corrective action as required.
• Coordinate efforts among physicians, office personnel, support staff, vendors/suppliers, etc., to achieve objectives consistent with the organizational mission and goals.
• Attend and present the practice financial performance and practice key indicators monthly during monthly operations, provider/partner board and financial meetings regularly.
• Monitor cost, inventory, and reimbursement for all office, medical, and injectable supplies on a weekly and monthly basis to ensure positive ROI, and communicates necessary discrepancies to CEO and COO. Identifies strategy for growth and executes plans to achieve growth goals.
• Work closely with MSO claims department and all providers to maintain billing and reimbursement processes, to ensure account resolutions.
• Serve as General Compliance Officer – for each provider’s surgery, clinic templates, and on-call schedules to ensure growth in patient volume and maximized revenue.
• Organize, manage and track computer-based data in a timely and accurate manner, including but not limited to, completing provider clinic and surgery templates, uploading data, completing monthly statistics, and monitoring and fixing edit reports.
• Submit all practice expense invoices to accounting for payment on a timely basis.
• Follow proper protocols and reporting for risk management issues if they arise.
• Actively maintain up-to-date knowledge of applicable state and federal laws and regulations of health insurance policies for all commercial and government payers. Attend continuing education courses to stay up to date on all medical and billing coding guidelines, such as ICD10, CPT/ HCPCS, modifiers, and surgical billing.
• Maintain working knowledge and skills to step into any role in the practice when necessary, by assisting physician(s) during the clinic, and performing administrative duties such as scheduling appointments or assisting patients during their visit if needed.

New Medical Facility Project Lead

• Worked to cultivate and foster client consultations, contractor and vendor relationships, and developed solutions regarding crucial issues, change orders, and reported on all project milestones to providers and upper management.
• Initiated and monitored all building permits required by the state, and or city to ensure proper project guidelines were met.
• Reviewed all purchase orders, invoices and monitored financial decisions to ensure the success of company operations.
• Acted as the primary purchaser for all new facility items, such as office furniture, clinic equipment, building signage, and all other necessary functional items to ensure the operation of the clinic.

• Manage all daily CBO operations for 24 orthopedic surgeons, 4 pain management physicians, and 11 mid-levels within 10 practice locations; overseeing 22 employees.
• Responsible for all RCM financial aspects of the practice by managing processes for insurance verification, charge posting, billing, and AR collection operations to ensure compliance with established policies, regulations, procedures, and standards.
• Assisted previous RCM Director with all provider internal and external audits, and provided ongoing provider education covering changes in billing and reimbursement rules, state and federal legislation, and billing software applications.
• Implemented and developed staff productivity metrics for all departments along with reports that evaluated and produced productivity and performance gains to ensure each department's target dates are being met, as well as payments, charges, and claims are being posted and processed in a timely manner.
• Act as project leader and assist with the development of new provider onboarding into practice, by completing all necessary data reporting, marketing, new provider setup in EMR, provider education, and training materials.
• Credential and Re-Credential Physicians at various hospitals, Nursing Homes, Assisted Living, and Provider Practices, by completing applications and submitting them to Hospital MSO’s and Administrators.
• Assist physicians with hospital applications and prepare them for hospital committee meetings.
• Assist with enrolling physicians with Medicare, Medicaid, Blue Cross and Blue Shield, and various other insurance companies.
• Coordinate hospital orientation and EMR training for new physicians.
• Ensure all providers complete and submit all necessary paperwork in a timely manner.
• Update and maintain providers' CAQH, with current information.
• Develop Provider Credentialing and privileging processes for multiple provider groups.
• Engage and secure contracts, update and maintain License, Malpractice, and DEA registrations as necessary for providers.
• Manage the transition from outside credentialing vendor to in-house credentialing services.
• Collaborated with the previous RCM Director in the evaluation of the previous existing patient credit reporting and refund operations, and implemented a more efficient workflow to ensure patient refunds were returned in a timely manner.
• Participated in the transitioning and implementation of a new clearing house and patient eligibility system and trained team.
• Analyzes critical operations on an ongoing basis, and monitors metrics related to the patient engagement cycle including record coding error rates and billing turnaround times to develop sound revenue cycle analysis and reporting.
• Mentor employees, conduct performance evaluations, counsel and provide corrective actions to assigned personnel, and work to facilitate individual and team development that drives positive results in all aspects of employment, including but not limited to staffing, training, and promotions.
• Responsible for compliance with and enforcement of company/department policies and procedures.
• Manage actions relating to delinquent accounts, collections, special adjustments, and /or write-offs.
• Certified Professional Coder with working knowledge of ICD-10, CPT, HCPCS, modifiers, LCD and NCCI regulations, CMS, and surgical billing.
• Reported directly to the CEO/Executive Board.

• Managed all daily operations for 4 orthopedic providers, overseeing 15 employees, and was responsible for all financial, clerical, and clinical aspects of the practice.
• Reformed and improved front desk policies and procedures, developing a more efficient flow of office operations and restructured billing and collection policies that resulted in an increase of revenue by 25% with a decrease in claim denials.
• Actively maintained up-to-date knowledge of applicable state and federal laws and regulations of health insurance policies for all commercial and government payers.
• Served as General Compliance Officer – for each provider’s surgery, clinic templates, and on-call schedules to ensure growth in patient volume and maximized revenue.
• Conducted regular staff meetings and annual performance evaluations for all team members.
• Monitored cost and reimbursement of drugs, supplies, and services purchased.
• Developed and arranged continuing education for all staff to increase knowledge and skills.
• Worked closely with the regional director and all providers to maintain billing and reimbursement processes, to ensure account resolutions.
• Certified Clinical Medical Assistant, and assisted in clinical setting/patient care when needed.
• Working knowledge/skills to step into any role in the practice when necessary.
• Working knowledge of ICD10, CPT, modifier codes, and surgical billing.
• Assisted with surgery scheduling and insurance authorizations when needed.