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University of Rochester Outpatient Cardiology Practice Manager - 228885 in Rochester, New York

Outpatient Cardiology Practice Manager Job ID 228885

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

Full Time 40 hours Grade 051 CVSL RCPG & Cardiac Rehab


8 AM-4:30 PM



Serves as the business manager for providers in an ambulatory setting. Supervises, coordinates and/or monitors the work activity of employees, develops goals and objectives and is responsible for annual operating budgets for the office. Maintains a positive work environment by behaving and communicating in a respectful and professional manner with patients, coworkers and supervisors. Responsible for high quality patient focused experience within the practice. Occasional evening and weekend work is possible.

Under the direction of the Cardiology Administrator and in close collaboration with the onsite physician and nursing leadership teams. Works with high degree of independence and judgement to critically think, problem solve and ensure issues are addressed.


Provider Schedules:

  • Creation and maintenance of office schedules for physicians and APPs. Updates changes in provider vacation, meetings, last minute schedule changes, etc. Inputs these schedules into EPIC and monthly grids. Distribution of monthly grids to all providers and support staff. Loads all appointment recalls for providers and schedules follow up appointments to be mailed out to patients. Works as a member of the “Fit in Team”, which includes fitting patients into physician schedules when there are no appointments available for the front office staff to schedule. Responsible for discharging patients from the physicians practice and tracks patients who have been lost to follow up. Role models excellent customer service to patients and their families, providers and staff.

  • Physician Schedule Management: Process vacation requests for physicians and track vacation time. Responsible for ensuring the rescheduling patients in the case of a sick call or changed vacation request. Schedule meetings and maintain outlook calendars for physicians. Creates, enters and maintains physician schedules into Q-genda.

Faculty Administration

  • Hospital Service Weeks: Works with staff from other cardiology practices across URMC/Strong to create physician hospital attending weeks for General Consults, 43600, and the Cardiac Care Unit. Works with staff from other cardiology practices to obtain information regarding coverage of the Observation Unit at Strong Memorial Hospital. Loads physician coverage for the Observation Unit onto the Cardiology Share Point Site.

  • Coordination of Student Activities: Works with Medical School registrar office to set up medical students who are interested in doing a cardiology elective. Setting up a schedule for the week with the physicians to work with the medical students and informing medical student of details. Works with staff at the Medical School to arrange for the physicians to give conferences for the Fellows to attend. Maintain the schedule for the Tuesday Morning EKG conference for the physicians and fellows. Arrange schedule for residents to work with the physicians during the academic year.

  • Prepare quarterly mileage reports for the physicians that travel to office locations located outside of Monroe County. Arrange yearly health assessments for the physicians and distribute completed health assessment information, PPD results and mask fit to Strong Memorial Hospital MSO and RGH (if the provider has refer and follow privileges). Track and maintain physician information, which includes: NYS License, DEA License, SMH Credentials, RGH credentials, CME requirements, and CV’s.

  • Department liaison for the annual URMC Cardiology symposium. Work closely with program co-directions and the URMC CEL conference coordinator.

Serves as primary department contact for Faculty Administration.

People Management:

  • Supervises and supports clerical staff across assigned practices, including but not limited to OAS, PSS, and Referral/Prior Authorization Specialists. Appropriately delegates tasks and enables staff to act independently with the authority to intervene if needed.

  • Ensures staff and processes align in with providing high quality patient experience and addresses concerns or issues in timely fashion.

  • Evaluates the ongoing needs of the clerical staff and assists with developing plans to ensure all needs of the providers, staff and patients are met.

Practice Operations

  • Oversees eRecord work queues and established workflows, provides support and guidance to staff to resolve any issues.

  • Responsible for control and accuracy of petty cash, cash reconciliation and deposits. Investigate any discrepancies with the daily copayment deposits and resolves issues as needed.

  • Provide departmental HR support: contact job candidates and coordinate interviews. Onboard new staff and faculty to the department.

  • Serve as primary office contact for eRecord. Act as Lead Super User for all upgrades, attending monthly Super User meetings and providing eRecord support to all staff.

  • Information reporting: Provides supervisor with room usage report, patient statistics and other operation reports which monitor clinic functions as directed.

  • Assist in designing and implementing departmental workflows following University policies and procedures, following up and tracking their progress.

  • Provide administrative support to Practice Administrator, Nurse Manager, and staff as needed. Serve as primary back up coverage for Practice Administrator for all non – clinical related matters and clerical staff management.

  • Other: Performs other duties as required, including attendance at Ambulatory Manager meeting, working on special projects for Ambulatory Care and working with faculty practices or other providers on special projects.

    Other duties as assigned


  • College graduation required

  • 1 year of relevant administrative experience; or equivalent combination of education and experience required

    Preferred Experience:

  • Electronic Medical Record (EMR) skills (with training) with p roficiency in all aspects including template building and billing knowledge.

  • Advanced knowledge of medical practices, terminology, and reimbursement policies

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

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

  • Typing skills.

  • Intermediate proficiency with Microsoft Word and Excel.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled