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Job Information

Columbia University Practice Operations Manager I in New York, New York

  • Requisition no: 518398

  • Work Type: Full Time

  • Location: Campus|Medical Center,Campus|Other NYC Locations

  • School/Department: null

  • Categories: Administrative Support

  • Job Type: Officer of Administration

  • Regular/Temporary: Regular

  • Hours Per Week: 35

Position Summary

The Practice Operations Manager I leads, supervises and coordinates overall operational and administrative functions of assigned practice(s) to ensure maximum efficiency, high quality patient experiences, and compliance with appropriate regulatory policies. The Practice Operations Manager I leads the practice in a manner that delivers an exceptional patient experience that contributes to a positive health outcomes for patients and a work culture of kindness, inclusion, integrity, accountability, and excellence.

Responsibilities

Practice Operations

  • Works collaboratively with physicians, administrative and clinical managers, and staff to ensure the achievement of practice-wide operational and financial goals/metrics. Supervises and coordinates all processes and activities in the area/functions assigned ensuring organizational guidelines and policies are followed.

  • Develop and implement policies and procedures related to patient scheduling and operational issues in the office practice and exam area in collaboration with the medical and administrative staff of the practice.

  • Oversee ordering and stocking of all clinical and office supplies (including PPE) within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.

  • Ensure optimal use of the facility throughout all hours of operation by optimizing staffing ratios, patient density and use of clinical space.

  • Monitor clinic manager dashboard including, but not limited to: Front Desk, Scheduling, Referrals, In Basket management, etc.

  • Monitor all work queues for completion as they apply to practice operations.

  • Oversees completion and processing of all front end Revenue Cycle activities including, but not limited to, physician billing; copay collection, charge champion, monitoring physician note closure, adherence to billing compliance and all Revenue Cycle procedures, etc.

  • Monitor all physician billing related dashboard and metrics.

  • Oversees the physical environment of all sites, interfacing with other departments including IT, telecommunications, housekeeping, facilities, and associated vendors.

  • Oversight of sites' cleanliness and safety according to practice standards. Escalates any issues to Environmental Services, Engineering, Central Sterile, Materials Management, etc. and ensures follow through.

  • Creates the daily, weekly, and/or monthly assignment list to ensure adequate clinical coverage and provider support in the practice.

  • Conduct daily scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team driven coordination of care and services.

  • Conducts regularly scheduled meetings with Supervisors and other Leads to develop new paths, procedures and approaches to maximize opportunities for performance and process improvement.

Strategy

  • Monitors key performance indicators and implements performance improvement initiatives, as needed. Continuously seeks and implements operational improvements. Utilizes electronic medical record dashboards and reports to monitor keep performance indicators of operational, clinical and revenue cycle workflows to ensure a holistic view of the practice operation. Develops practice optimization and improvement strategies and utilizes a data driven methodology to monitor progress and staff performance.

  • Leads, supports, and mentors staff consistent with the department’s strategic plan, in order to maintain an efficient patient-centered environment ensuring an exceptional patient experience through kindness, inclusion, integrity, accountability, and excellence.

  • Utilizes database of patient activity, resource utilization, and budget variances; and identify trends and patterns for analysis and actions.

  • Leads and/or participates in projects and performance improvement activities.

  • Direct oversight of all customer satisfaction initiatives, displaying a positive attitude in interactions with staff, patients and family members.

  • Sets expectations for patient portal activation rates. Monitors metrics and develops strategies to meet target goals.

  • Participates as a member of the healthcare team and various interdisciplinary committees and project teams to improve patient care and meet patient needs.

People

  • Direct oversight of staff including recruiting and human resource management. Ensures approved HR strategy is implemented and adhered to. Ensures staff productivity benchmarks and quality measures are achieved. Develops remediation plans as needed. Establishes unit metrics and goals to measure effectiveness of retention strategies.

  • Evaluates staff performance and competencies, approaching the performance review process constructively and conducts it in accordance with Human Resources and departmental guidelines and procedures. Offers continuing guidance and assistance to employees on work activities, procedures, competency development and performance-related issues as appropriate. Ensures leadership is kept aware of performance of each employee on an ongoing basis. Addresses any performance related issues promptly.

  • Promotes staff professionalism and performance with coaching, training and feedback. Mentors others in individual and team accountability, modeling behavior and demonstrating best practices/techniques. Demonstrates self-development and keeps current on a variety of clinical management and health care topics.

Administrative

  • Functions as primary administrative liaison for leadership team to include managing calendars, making travel arrangements, screening and handling telephone/email communications

  • Assists with project development and planning to ensure more efficient service and organization of the office and administrative activities

  • Handles confidential information and composes/prepares documents and correspondence for the office including letters, memos, policies, and announcements

  • Coordinates clinical events and assists with the preparation/distribution of required documentation

  • Maintains departmental HR/AP records and databases, as appropriate

  • Performs daily maintenance tasks such as filing, copying, answering phones, making travel arrangements, preparing reimbursements and other necessary paperwork, and screening and prioritizing mail.

  • Assist with the preparation and processing of HR related transactions through completion

  • Support divisional account payable needs by ensuring compliance with divisional/departmental policies and effectively communicates with departmental business office and external vendors

  • Assists with the overall management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.

  • Related duties as assigned

Compliance

  • Oversees and documents the implementation and compliance with institutional policies, procedures, programs, protocols, and systems to provide an efficient and accurate patient encounter which improves the medical office’s effectiveness and the quality of patient outcomes. Ensures compliance with all regulatory agencies, departmental and organization policies and procedures for all staff.

  • Keeps current on all organizational, regulatory compliance and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and successfully complete all required trainings.

  • Maintain patient privacy and confidentiality according to HIPAA requirements at all times.

  • Ensure that Medical Center, Department and Service Corp policies and procedures are followed.

Minimum Qualifications

  • Bachelor's Degree or equivalent of education and experience

  • A minimum of 4 years of related experience.

  • Demonstrated intermediate or higher proficiency and/or understanding, knowledge and experience in project development and implementation, process evaluation, and performance and operational improvement in a health care delivery system setting;

  • Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.

  • Demonstrated strong proficiency and/or understanding of data sets; extract, evaluate, clean, and summarize; conduct qualitative and quantitative data analysis and validation as applicable to areas of responsibility.

  • Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.

  • Demonstrated strong proficiency in problem assessment, and resolution and collaborative problem solving in complex, and interdisciplinary settings.

  • Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively and effectively with professional staff, providers and organizational stakeholders.

  • Must be able to create and deliver high level communication presentations for senior leadership and other organizational stakeholders.

  • Ability to lead and mentor team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the practice.

  • Ability to work independently and follow-through and handle multiple tasks simultaneously.

  • Ability to work collaboratively with a culturally diverse staff and patient/family population demonstrating tact and sensitivity in stressful situations.

  • Strong proficiency of Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.

  • Must be a motivated individual with a positive mindset and exceptional work ethic.

Preferred Qualifications

  • Master's degree is preferred.

  • Physician practice experience preferred.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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