Practice Manager II - Perry, NY

Rochester, NY

GENERAL PURPOSE:

The Practice Manager is responsible for the management of an ambulatory practice with 12 to 19 exam rooms. In conjunction with clinical leadership, promotes operational efficiency, high quality, outstanding patient experience, and strong financial performance. Directs staff using the ICARE framework, promoting a collaborative, diverse, and professional team. Responsible for performance management of all non-clinical staff in a mid-size practice.

JOB DUTIES AND RESPONSIBILITIES:

  1. Operations Management: Implements procedures for enhancing levels of service and quality and enforces medical office policies and procedures in a mid-size practice. Develops guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary for a mid-size practice. Establishes and maintains efficient and responsive patient flow system. Schedules and facilitates regular office meetings with providers and office staff in a mid-size practice. Ensures proper registration and insurance pre-verification management processes are followed including warm transfers to centralized functions. Prepares weekly schedule for staff ensuring proper staffing to support daily office operations include directly monitoring workflow to ensure accuracy and maximum efficiency in a mid-size practice. 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, including storage and transfer. Establishes performance improvement goals for the office, remaining in alignment with the goals and objectives of the department. Work collaboratively with providers to build templates in alignment with department expectations and manage ongoing schedule changes.

  2. Human Resources: Responsible for recruiting, hiring, orientation, training, development and evaluation, and staff management in a mid-size practice. Management of clinical staff in collaboration with the site medical director and or nurse manager in a mid-size practice. Ensure initial new employee and annual staff mandatories are completed and tracked for compliance. Conduct timely and thorough employee end-of-probation and annual performance appraisals. Perform weekly input and review of payroll in electronic payroll systems. Manages and approves staff requests for time off and overtime. Monitor employee engagement and be a change management leader to foster a positive work environment in a mid-size practice. Oversee performance management and corrective discipline processes as needed.

  3. Service Orientation and Patient Experience: Access and interpret Press Ganey patient satisfaction survey data and regularly share results with providers and staff. Serve as a patient relations advocate by demonstrating skills in resolving difficult patient complaints and concerns. Define expectations for patient satisfaction and live the brand for UR medicine.

  4. Financial Operations: Monitor charge reconciliation process, including the production of weekly reports. Assists in preparing annual and capital budgets, including required justifications, and effectively managing within budgeted parameters. Responsible for control and accuracy of petty cash, cash reconciliation, and balancing of daily deposits. Develop cost reduction and expense management initiatives in collaboration with site medical director. 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. Oversee the bi-annual inventory process. May assist clinic/practice with oversight of revenue generating programs based on quality initiatives to improve population health metrics, specifically focused on the pay-for-performance programs (i.e. Vatica, United Health Care Gap Closure, ACQA etc). Engage practice performance in clinical quality initiatives through maximizing the number of patients seen for risk-adjustable visit types (i.e. Annual Wellness Visits and health maintenance exams) on a yearly basis and supporting data analytic work and patient outreach.

  5. Quality and Compliance: Responsible for maintaining high levels of quality service, environment and compliance with local, state and federal regulation and standards. Oversee completion and submission of quality reports. In collaboration with practice providers(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.

  6. Administration: Attend monthly meetings per department requirements. Act as liaison with property managers to manage and address issues with property/facility. Administer CME benefits; provide monthly reports to providers. May serve as eRecord superuser. May participate on ambulatory committees to review best practices.

Other duties as assigned

QUALIFICATIONS:

Associate's Degree required preferably with coursework in business administration or health care administration; Bachelor's Degree preferred. 2 years of administrative experience with 1 year of management experience in healthcare required or an equivalent combination of education and experience. Preferred knowledge, skills and abilities: Electronic Medical Record (EMR) skills (with training) with proficiency 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. Notary Public within 1 year preferred.

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

Pay Range

Pay Range: $51,376 - $66,789 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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