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University of Rochester Practice Manager PRO, Quality Institute - 234112 in Rochester, New York

Practice Manager PRO, Quality Institute Job ID 234112

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 URMC Quality Institute


8 AM-4:30 PM



Under the general direction of and direct supervision of the Clinical Administrator Patient Reported Outcomes, serves as a member of the University of Rochester Medicine Quality Institute team centrally and PRO divisions. Works in collaboration with the Senior Director, Division Administrators to develop systems and/or processes that will assure that standards are met and efficient operations are achieved. Manages the day-to-day PRO operations across UR Medicine and affiliate ambulatory clinics and carries out strategic goals as set by the URMQI’s leadership team. Facilitates equipment ordering and distribution at clinic level, provides education to front end staff/PROs administration roles and monitoring of implementation and front-end productivity. Defines goals and communicates measurable outcomes quarterly and as needed for the area to the Ambulatory Practice Clinical Directors and Administration. Manages URMQI grant funds, requests and distribution, and provides operational reports out of Workday and UR financials application/database. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I CARE values.

Primary Responsibilities:

PROs Operational Management (25%)

  • Manages the clinical and front-end operations across all UR Medicine Ambulatory clinics for Patient Reported Outcomes administration at patient level. This includes, in conjunction with Clinical Administrator PRO, facilitating iPad implementation, troubleshooting and replacements as generation expiration r/t IOS updates. Monitors administration and use. Monitors MyChart Welcome and Digital Front Door associated usage and report to Clinical Administrator PRO. Collaborates by collecting data from various sources to analyze/interpret and to make recommendations for improving front-end operations.

  • Provides iPad, MyChart Welcome and Digital Front Door education. Implements procedures for enhancing levels of service and quality. Re-evaluates education efficacy and determines further steps and recommendations to improve gap closure and/or identify opportunities. This includes “train the trainer” at respective ambulatory sites.

  • Collects, analyzes, and interprets data to ensure optimal patient throughput and maximum patient access to PRO tools for self-administration at pre-registration, adapted to telehealth and in person visits.

  • Supports clinical administrator PRO as main resource for ambulatory front-end workflows, solves problems proactively and as they arise, related to front end staff education.

  • Collects and analyzes information to ensure equipment are appropriate for volume of patients scheduled, clinician FTE and other defined metrics for each practice, including stratifying MyChart Welcome and digital front door use of PROs respectively.

  • Works with ambulatory site administration/leadership to develop and implement strategic growth plans including adaptations to SOP’s and incremental equipment needs, as indicated by ambulatory site access, changes staff/administrative needs as clinical FTE and services increase.

  • Collects, analyzes and interprets data to develop and establish standard operating procedures and to meet operational needs.

  • In tandem with Clinical Administrator PRO, meets regularly with ambulatory site administration staff for information exchange and educational events.

  • Ensures and inspects that the learning is competency based, provides clear expectations and goals to trainees.

  • Provides educational material to staff to facilitate the learning process.

  • By gathering and analyzing data, develops and maintains a unit-based manual that addresses job requirements and the learning needed to achieve those requirements.

  • In collaboration with Decision Support analyst, assists with management of data dashboards for the Quality Institute.

    Fiscal/Data Management (20%)

    Oversees all grant budgets within the URMQI and Clinical Health Informatics Core, including representing the CHI Core office in requisitioning and arranging for administrative and other services, including space, equipment and supplies.

  • In collaboration with URMQI leadership, assumes responsibility for the grant funded clinical and research project finances.

  • Effectively manages within budgeted parameters, by reviewing ledgers and identifying incremental needs.

  • In collaboration with Clinical Administrator PRO, prepares justifications for capital purchases.

  • Facilitates application and distribution of funds and tracking of such.

  • Develops expense management initiatives in collaboration with practice management.

  • Prepares justifications regarding variances in expenditures and charges.

  • Prepares data for annual operating budgets and for financial reports, prepares analyses and allocates expenses, coordinates expenditures and property controls; reviews and approves invoices, payroll and other personnel forms.

  • Ensures compliance with use of distributed funds by collecting and analyzing information regarding the awarded project, and invoice cycles.

  • Ensures central reports accurately reflect awardee productivity by maintaining communication and quarterly reports from awardee. Maintains expert knowledge of various systems (eRecord, Workday, McKesson, Athena, etc.) by attending meetings/training and acting as the subject matter expert (SME) for URMQI funded grants.

  • Tracks and analyzes expenditures for the practices; makes reports to QI leadership quarterly or as requested.

    General Tasks (20%)

  • Complies, edits and checks for accuracy in materials used for reports, PROMIS, correspondence, publications, grants, events and speeches.

  • Represents the CHI Core director with both internal and external parties including faculty, University officers, and the press relaying the CHI Core director’s instructions, preferences, and concerns. Keeps all parties informed of decisions.

  • Distributes program notices, actionable items, and announcements

  • Assists with events planning for Board Excellence awards

  • Participates in the development and implementation of a marketing plan to meet the goals of the strategic plan.

    Project Management (15%)

  • Formulates, prepares and executes simple, long-term project plans for URMQI PRO priority projects (e.g. development of Gant charts and timelines with activities). Monitors progress of project activities to timeframes, ensuring all critical implementation criteria are met and provides status reports to Quality Institute Senior Director and all assigned Directors.

  • Provides data analysis for priority and/or complex projects performance and data entry, as needed

    Graphics, Presentation, Process Flow (10%)

  • Creates Power Point Presentations to result data of various purposes and by request within QI

  • Creates data maps, infographics, swim lanes, and flowcharts for a variety of QI needs in conjunction with respective QI division

  • Creates tracking mechanism, spreadsheets and databases for project monitoring and follow up management. This includes regular and routine requests and adhoc as indicated by project implementation, monitoring and completion data and by request of Quality Institute division leads.

    Customer Request Process (10%)

  • Serves as point person for the management of URMQI requests and in this role, serves as a front-line screener for inquiries and distributes to QI Divisions for next steps and fulfillment with follow up to requester.

  • Acts as a Quality Institute representative at service line and institutional meetings.

  • Answers correspondence and other inquiries involving the interpretation of departmental policy, regulations, procedures, etc.; creates replies to routine correspondence.

  • Acts as a liaison with stakeholders across enterprise including physicians, administrators, staff and other internal stakeholder departments.

    Performs other duties as assigned.

    Minimum Requirements:

    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. Ability to work with IBM compatible computer/printer hardware and software, i.e., Microsoft Office, PowerPoint, Excel spread sheets, Outlook calendar and email; proficiency with Zoom or other virtual meeting platform; good interpersonal skills; the ability to organize work area and handle frequent interruptions.

    Preferred Qualifications:

  • Front-end operations experience.

  • Experience with data mapping and associated functionality.

  • Able to multitask and manage shifting priorities.

  • Comfortable interacting with and representing executive leaders.

  • Ability to work with confidential information and preserve confidentiality.

  • Discretion and sensitivity to information being communicated through the department.

  • Resourcefulness – ability to independently resolve complex issues with minimal or no direction.

  • Initiative, self-confidence, & flexibility.

  • Ability to work in a team environment.

  • Customer service focus - personal accountability to the customer, as well as to colleagues.

  • Superior organizational skills

  • Excellent oral and written communication skills

    NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

    How To Apply

All applicants must apply online.

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