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University of Rochester Administrative Asst - 226956 in Rochester, New York

Administrative Asst Job ID 226956

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Sleep Center


Position Summary:

Under general direction of the site medical director and Sleep Medicine Administration, and with significant latitude for independent judgment, the Practice Manager (PM) serves as the business manager for the physician(s). The PM performs, supervises, coordinates and/or monitors the work activity of employees, and develops goals and objectives that align with the Sleep Center. The PM will maintain a positive work environment by behaving and communicating in a respectful and professional manner with patients, coworkers and supervisors. Occasional evening and weekend work is possible.

Job Duties and Responsibilities:

25%-Operations Management – Supervises the overall operation of a practice

  • Implement procedures for enhancing levels of service and quality.

  • Demonstrate skill in resolving difficult patient complaints and concerns.

  • Implement and enforce medical office policies and procedures.

  • Develop guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary.

  • Establish and maintain efficient and responsive patient flow system.

  • Schedule and attend regular office meetings with providers and office staff.

  • Prepare weekly schedule for staff ensuring proper staffing to support daily office operations.

  • Train and maintain office specific emergency plan.

  • In collaboration with providers, directly monitor the work of staff to ensure accuracy and maximum efficiency.

  • Support and uphold policies, procedures, objectives, quality improvement, safety, environmental and infection control and codes and requirements of accreditation and financial performance.

  • Oversee maintenance of patient records, to include storage and transfer.

  • Establish performance improvement goals for the office, remaining in alignment with goals and objectives of Sleep Medicine.

  • Attend in-service and other mandatory training sessions.

    20%-Human Resources – Responsible for the following human resource-related responsibilities

  • Responsible for recruiting, hiring, orientation, training, development and evaluation and management of staff.

  • Assist with management of clinical staff in collaboration with site medical director.

  • Maintain compliance with employment law.

  • Ensure annual staff mandatories are completed.

  • Ensure adherence to policies and procedures.

  • Promptly and accurately complete required documentation related to hires, terminations, and other status changes.

  • Conduct timely and thorough employee performance appraisals.

  • Effective management of temporary services staff.

  • Perform weekly input and review of payroll in electronic payroll systems. Manages and approves staff requests for time off and overtime.

  • Maintain an “open-door” policy for staff.

  • Manage staff firmly, fairly and consistently.

    25%-Financial Operations – In collaboration with the site medical director assumes responsibility for department schedules

  • Develop cost reduction and expense management initiatives in collaboration with site medical director of the Sleep Center. Hold staff accountable for target achievement.

  • Hold staff accountable for target achievement.

  • Process pharmaceutical, supply and other types of orders timely and accurately from approved vendor lists.

  • Maintain provider schedules to ensure adequate visit volumes for patient access and financial performance.

  • Ensure insurance pre-verification protocols are followed.

    20%-Quality and Compliance – Responsible for maintaining high levels of quality service and environment and compliance with local, state and federal regulation and standards

  • Oversee completion and submission of quality reports.

  • In collaboration with practice physician(s), oversee clinical compliance for quality assurance, documentation, and reporting.

  • Ensure compliance with standard, HIPAA, OSHA and JCAHO policies.

  • Develop and train /practice for emergency and disaster planning protocols.

  • Understands and enforces patient rights and organizational ethics philosophies.

    10%-Administrative Duties

  • Attend monthly meetings as per Administration.

  • Attend in-service and other mandatory training sessions.

  • Act as liaison with property managers and Sleep Medicine Administration to manage and address issues with property/facility.

  • Collaborate with Sleep Medicine Administration to implement best practices

  • Management and tracking of purchase orders.

  • Routine written and phone communication with patients, staff and Administration.

  • Vendor relations.


    College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience preferred.


  • Knowledge of medical practices, terminology, and reimbursement policies.

  • Electronic medical records and billing systems.

  • Skill in planning, organizing, delegating, and supervising.

  • Skill in evaluating the effectiveness of existing methods and procedures.

  • Skill in problem solving.

  • Skill in verbal and written communication.

  • Ability to use multi-line phone system, including transferring calls and paging.

  • Electronic Medical Record (EMR) skills (including template building, Billing knowledge)

  • Computer skills as outlined below:

  • Ability to navigate from desk top to a variety of applications.

  • Ability to copy and paste documents.

  • Basic Microsoft Outlook email skills (open new, to, cc, send).

  • Basic electronic filing skills (name a file, save file, save as).

  • Basic typing skills; basic keyboarding skills.

  • Basic proficiency with Microsoft Word and Excel.

  • Ability to read, interpret, apply, and cross-train staff regarding policies and procedures.

  • Ability to set priorities among multiple requests.

  • Ability to interact with patients, medical and administrative staff, and the public effectively.

    How To Apply

All applicants must apply online.

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