Practice Manager

Rochester, NY


Position Summary:

Under general direction of the site medical director and Primary Care Administration, and with significant latitude for independent judgment, the Practice Manager (PM) serves as the business manager for the physician(s). The PM performs, supervises, coordinates and/or monitors the work activity of employees, develops goals and objectives and is responsible for annual operating budgets for the office. The PM will maintain a positive work environment by behaving and communicating in a respectful and professional manner with patients, coworkers and supervisors. Occasional evening and weekend work is possible.

Essential Job Functions:

Operations Management – Supervises the overall operation of a primary care practice

  • Implement procedures for enhancing levels of service and quality.

  • Demonstrate skill in resolving difficult patient complaints and concerns.

  • Implement and enforce medical office policies and procedures.

  • Develop guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary.

  • Establish and maintain efficient and responsive patient flow system.

  • Schedule and attend regular office meetings with providers and office staff.

  • Prepare weekly schedule for staff ensuring proper staffing to support daily office operations.

  • Train and maintain office specific emergency plan.

  • In collaboration with providers, directly monitor the work of staff to ensure accuracy and maximum efficiency.

  • 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, to include storage and transfer.

  • Establish performance improvement goals for the office, remaining in alignment with goals and objectives of PCA.

  • Attend in-service and other mandatory training sessions.

Human Resources – Responsible for the following human resource-related responsibilities

  • Responsible for recruiting, hiring, orientation, training, development and evaluation and management of staff.

  • Assist with management of clinical staff in collaboration with site medical director.

  • Maintain compliance with employment law.

  • Ensure annual staff mandatories are completed.

  • Ensure adherence to policies and procedures.

  • Promptly and accurately complete required documentation related to hires, terminations, and other status changes.

  • Conduct timely and thorough employee performance appraisals.

  • Effective management of temporary services staff.

  • Perform weekly input and review of payroll in electronic payroll systems. Manages and approves staff requests for time off and overtime.

  • Maintain an “open-door” policy for staff.

  • Manage staff firmly, fairly and consistently.

Financial – In collaboration with the site medical director assumes responsibility for department finances

  • Oversight or performance of billing operations procedures, to include charge entry, balancing of office payments, and verification of charges to providers.

  • Preparation of annual budgets.

  • Effectively manage within budgeted parameters.

  • Reconcile monthly ledgers.

  • Responsible for control and accuracy of petty cash, cash reconciliation and deposits.

  • Prepare justifications for capital purchases.

  • Develop cost reduction and expense management initiatives in collaboration with site medical director and PCA. 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.

  • Analyze and review monthly billing and financial reports.

  • Ensure insurance pre-verification protocols are followed.

Quality and Compliance – Responsible for maintaining high levels of quality service and environment and compliance with local, state and federal regulation and standards

  • Oversee completion and submission of quality reports.

  • In collaboration with practice physician(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.

Administrative Duties

  • Attend monthly meetings as per Primary Care Administration.

  • Attend in-service and other mandatory training sessions.

  • Act as liaison with property managers and PCA to manage and address issues with property/facility.

  • Collaborate with associate directors to implement best practices.

  • Complete and process expense reports.

  • Administer CME benefits; provide monthly reports to providers.

  • Regular procurement of office, medical and pharmaceutical supplies.

  • Management and tracking of purchase orders.

  • Routine written and phone communication with patients, staff and Primary Care Administration.

  • Vendor relations.



  • Associate’s Degree and 2 years of experience; or 4 years of related experience.


  • Minimum four years of administrative experience, including one year of management experience in health care.

License/Certification Required:

  • Certified Medical Office Manager (CMOM) and notary public required within one year.


  • Knowledge of medical practices, terminology, and reimbursement policies.

  • CPT/ICD-9-CM coding systems.

  • Electronic medical records and billing systems.

  • Skill in planning, organizing, delegating, and supervising.

  • Skill in evaluating the effectiveness of existing methods and procedures.

  • Skill in problem solving.

  • Skill in verbal and written communication.

  • Ability to use multi-line phone system, including transferring calls and paging.

  • Electronic Medical Record (EMR) skills (with training) as outlined below:

  • Navigate all sections of the EMR.

  • Familiar with the horizontal and vertical tool bar functions.

  • Compose and send electronic task.

  • Copy task to note.

  • Navigate scanned documents.

  • Enter medication for provider renewal.

  • Manage pharmacy preference.

  • Proficiency with print function (select section and printer selection).

  • Fax documents from EMR.

  • Proficiency in all aspects of GE Flowcast system (to include Master Scheduling, Billing knowledge) and Touchchart.

  • Computer skills as outlined below:

  • Ability to navigate from desk top to a variety of applications.

  • Basic mouseing skills.

  • Ability to copy and paste documents.

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

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

  • Basic typing skills; basic keyboarding skills.

  • Basic proficiency with Microsoft Word and Excel.

  • Ability to read, interpret, apply, and cross-train staff regarding policies and procedures.

  • Ability to set priorities among multiple requests.

  • Ability to interact with patients, medical and administrative staff, and the public effectively.

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: $ 18.27 - $ 33.65 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