Practice Manager, II

Rochester, NY


Position Summary:

Under the direction of the Program Administrator and Division Medical Directors is responsible for coordinating clinical services, supervision of support staff, and overall clinic coordination for the division of Center for Perioperative Medicine (CPM) within the Department of Anesthesiology and Center for Perioperative Medicine. Will assume responsibility for efficient operations and oversight of clinical and financial processes, and serve as the Department Liaison for URMC initiatives. This position is responsible for departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University. This individual must be able to prioritize multiple activities, exercise excellent independent judgment and display professional attitude. Duties performed will require administrative skills and proficiencies with moderate direction and considerable latitude for independent judgement. Position requires a strong orientation of providing expert customer service.

Specific Responsibilities:

10% Financial

  • Make recommendations on spending trends and cost savings areas.

  • Assist with mid-year Budget Reviews/Chiefs Meetings with clinical departmental and Hospital leadership. Preparation includes the development of a budget template outlining key issues and variances as well as updates on business improvement plan initiatives.

  • Coordinate billing function in conjunction with United Business Office to ensure timely and compliant billing of professional services

  • Monitors daily, weekly, and monthly clinic charge capture and work as necessary with clinic providers to identify charge capture and billing issues. Proactively assist with the Department’s Annual Operations Budget, Wage & Salary and SMH Budgets. Assists in coordination of annual budget presentation and submission materials.

  • Analyze monthly Trend Reports including manpower, charge, and expense data, and provide high-level summary of significant variances to Senior Hospital Leadership.

  • In collaboration with Medical Director and Program Administrator, develop and maintain multi-year capital equipment plan for clinics

30% Account Administration

  • Oversight of all administrative staff to include front-end revenue cycle and business administration tasks

  • Supervise procurement functions for clinic accounts including reconciliation with University reports, problem resolution, and analysis of revenue and expense trends. Advise and direct division faculty and staff regarding compliance with University policies and procedures on Finance, Accounting, and Procurement.

  • Prepare, review and authorize purchases, personnel forms, invoices, extra compensation and travel reports.

  • Oversight of monthly, quarterly and semi-annual reconciliation in accordance with University audit guidelines for clinic accounts.

  • Oversee process and tracking for new patient referrals to ensure timely scheduling and accurate billing

  • Coordinate evaluation of patient complaints to include investigation, resolution and any necessary process/policy/workflow changes

35% Departmental Support

  • Assists with orienting new faculty and staff; providing guidance with policies, procedures, access of systems, ORs, compliance, etc.

  • Advise faculty on all aspects of departmental administration, including recruitment, credentialing (both academic and clinical), compensation, employee rights, privileges, sick leave, vacation, disability and employee benefits.

  • Assist in annual space survey, equipment inventory and plan confirmation.

  • Assists in determining equipment needs and makes allocations within the department or project. Initiates or authorizes orders for space, equipment, supplies and services. Recommends the purchase or repair of major equipment.

  • Participates in planning annual/monthly meetings, conference symposia etc., and coordinates the arrangements and preparation of program literature, brochures and other materials.

  • Interface with nursing/nursing leadership for continuous operational improvement.

  • Coordinate fellow and resident involvement and activity within the clinic

  • Serve as clinic liaison to Real Estate Services for building and lease related issues

10% Human Resources

  • Ensures timely and accurate payroll submission. Manage and track overtime.

  • Resolve personnel problems and complete performance evaluations. Be able to disseminate feedback on employee performance, both positive and negative, within reasonable and appropriate timelines

  • Ensures that job descriptions are current, regular performance evaluations are performed, and sound HR practices are in place.

  • Responsible for all job postings, personnel action forms, and hiring paperwork for CPM and PTC.

  • Responds to inquiries and concerns from staff regarding HRMS issues, payroll, and benefit related questions.

  • Assists Program Administrator with Human Resource requests and changes. Serves as the department liaison with the Human Resources Business Partner.

5% Marketing

  • Coordinate with public relations and marketing for the new service lines.

  • Meet with marketing with appropriate frequency to focus on the needs of the department.

  • Design, develop, implement and maintain department’s website.

  • Ensure all department marketing materials are up-to-date.

  • Identify and coordinate marketing opportunities.

10% Procurement Support

  • Responsible for oversight of all purchasing activities for the department.

  • Prepares purchase order requisitions and contracts with vendors. Processes returned items, identifies charges and negotiates reduction as much as possible.

  • Coordinates value analysis process for newly requested items; assist in preparation of business plans as necessary for new tech / high financial impact items


Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

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: $23.50 - $30.55 Hourly

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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Location: Strong Memorial Hospital
Full/Part Time: Full-Time