Colorectal Clinic Practice Manager, Admin Asst.

Rochester, NY


General Purpose:

Performs complex administrative duties in support of the clinical, academic, and research programs in the Division of Colorectal. As an Administrative Assistant, this position has primary responsibility for maintaining and developing clinic processes and procedures based on needs identified by surgeons, nurse practitioners, program administrators, division administrators, billing managers, and HR managers. This position co-manages all staff at the Colorectal clinics including the Sawgrass and Medical Center offices. Travel between clinics on a weekly basis is required. Performs duties while remaining sensitive to the cultural diversity of all who interact with the Division office.

Essential Duties:

50% Office Management

30% - Operations

  • Manage the daily operations for the Sawgrass Colorectal practice office, streamlining tasks, and promoting patient and family centered care environment, by identifying areas of concern and providing resolution.

  • Responsible for ordering and maintaining the inventory for all clinical and office supplies for the clinic.

  • Signs off on all invoices and requisitions for purchases.

  • Uses independent judgment to assess the operational needs of the medical office and will recommend and implement procedures for efficient office operations.

  • Responsible for check-in/check-out operations and documentation related to training and ongoing evaluation of processes.

  • Develops and efficient and effective processes to support and manager the flow of patients from initial referral to follow-up. Continually asses the operational needs by workign closely with the chief, Division Administrators and leadership team.

  • Responsible for relaying and implementing any operational changes to the leadership team and the staff while continually assessing for efficacy with follow-up.

  • Coordinates and conducts monthly staff meetings to include an agenda and necessary documentation for purposeful delivery.

  • Conducts one on one meetings with individual staff members on a rotational basis.

  • Trains all staff on processes, procedures, and software programs in the clinic office.

  • Documents training as completed and maintains records.

  • Addresses departmental, clinical, and patient needs to provide resolutions for an efficient and streamlined office.

  • Run weekly/monthly reports

20% - Staff Supervision

  • Interviews and co-manages all staff in the clinic and hospital location. Ensure the site is fully staffed adjusting coverage when staffing issues arise.

  • Co-manages employee performance and completes annual employee performance evaluation.

  • Approves requests for time off and reporting to payroll through the HRMS system.

  • Monitors staff to ensure compliance with University policy and procedures are followed and will create and implement new policies as needed.

  • Provides feedback to staff regarding their performance and initiate performance and disciplinary plans as needed.

20% Clinical Support and Coordination of Care

  • Interfaces with patients in-person and via telephone to ensure their needs are met.

  • Triages telephone calls from patients to surgeons, residents, advance practice providers and nurses as appropriate.

  • Monitors and provides QA on all front-end directed documents including eRecord documentation to ensure that staff follows University directives and will train staff if correct processes are not followed.

  • Maintains all Clinical Master Schedules in Cadence for 8 Surgeons and 5 Nurse Practitioners.

  • Responsible for check-in/check-out operations and coordination of additional appointments while working closely with the hospital office staff and full leadership team to ensure a seamless operation.

10% Billing/Financial Management

  • Works with the Billing office and clerical staff to ensure that registration, charge entry and billing functions are performed by the front-end staff in an accurate and timely manner and meet all compliance guidelines.

  • Assists with monthly ledger reconciliation in a timely manner and prepares them for review by the Division Administrator.

  • Reconciling PCARD (Purchase Card) expenses monthly

  • Prepares all purchase orders for the clinic, all PCARD purchases, requests for payment, and petty cash reimbursements.

  • Possesses signing authority for non-capital items, working closely with the Division Administrators and Chief to maintain control of expenses.

  • Maintains records including copies of invoices, federal express forms, and submits to the finance’s office with the ledgers once signed off by the Division Administrator.

  • Manages the billing and service for all outside vendor services.

5% Document and Information Management

  • Oversees maintenance of patient medical records, documentation for billing, and completion/submission of documents regarding patient care insurance.

  • Serves as the eRecord Deputy for the division and can make operational changes to the eRecord system in real-time.

  • Demonstrates expert knowledge of medical terminology, word processing, spreadsheets, and presentation software.

5% Office Equipment/ Telecommunications

  • Responsible for the oversight of telecommunications equipment/ faxes, printers, computers, etc., calling repair services as needed, on ITSR and recommends new equipment as needed to the division administrators.

  • Oversees the discontinuation of services for telecommunication services upon faculty and advance practice departures.

  • Responsible for the annual equipment inventory.

  • Reviews the monthly logs for IT/Networking Communication Services for pagers, wireless telephones and divisional telephone logs.

  • Orders office supplies.

5% Additional Requirements

  • Serves as a back up to clinic staff and performs additional duties as assigned by Division Administrators

Performs other duties as assigned.

Minimum Requirements:

  • Bachelor’s degree or an equivalent combination of education and experience.

  • Minimum of one year experience working in a medical office setting including one year in a position which demonstrates the ability to work with minimum supervision, or an equivalent combination of education and experience. Five years of related experience preferred.

  • Proficiency in Microsoft Office, Cadence, e-record, medical transcription, and medical terminology.

  • Strong interpersonal and communication skills, including written communication.

  • High level organizational skills and attention to detail.

  • Ability to travel between clinic locations.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051