Practice Manager II - job 1 of 3

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500308 OPD Peds - East River Road

Work Shift:

UR - Day (United States of America)

Range:

UR URCB 208 H

Compensation Range:

$24.95 - $32.44

Responsibilities:

GENERAL PURPOSE
Manages 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.

ESSENTIAL FUNCTIONS

• 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.
• Establishes and maintains efficient and responsive patient flow system.
• Schedules and facilitates regular office meetings with providers and office staff.
• 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, including directly monitoring workflow to ensure accuracy and maximum efficiency in a mid-size practice.
• Supports and upholds policies, procedures, objectives, quality improvement, safety, environmental and infection control and codes and requirements of accreditation and financial performance.
• Oversees 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.
• Works collaboratively with providers to build templates in alignment with department expectations and manage ongoing schedule changes.
• Responsible for recruiting, hiring, orientation, training, development and evaluation, and staff management in a mid-size practice.
• Manages clinical staff in collaboration with the site medical director and or nurse manager.
• Ensures initial new employee and annual staff mandatories are completed and tracked for compliance.
• Conducts timely and thorough employee end-of-probation and annual performance appraisals.
• Performs weekly input and review of payroll in electronic payroll systems.
• Manages and approves staff requests for time off and overtime.
• Monitors employee engagement and serves as a change management leader to foster a positive work environment in a mid-size practice.
• Oversees performance management and corrective discipline processes as needed.
• Accesses and interprets patient satisfaction survey data and regularly share results with providers and staff.
• Serves as a patient relations advocate by demonstrating skills in resolving difficult patient complaints and concerns.
• Defines expectations for patient satisfaction and lives the brand for UR medicine.
• Monitors charge reconciliation process, including production of weekly reports.
• Assists in preparing annual and capital budgets, including required justifications, and effectively manages within budgeted parameters.
• Responsible for control and accuracy of petty cash, cash reconciliation, and balancing of daily deposits.
• Develops cost reduction and expense management initiatives in collaboration with site medical director. Hold staff accountable for target achievement.
• Processes pharmaceutical, supply and other types of orders timely and accurately from approved vendor lists.
• Maintains provider schedules to ensure adequate visit volumes for patient access and financial performance.
• Oversees 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.
• Engages practice performance in clinical quality initiatives through maximizing the number of patients seen for risk-adjustable visit types on a yearly basis and supporting data analytic work and patient outreach.
• Responsible for maintaining high levels of quality service, environment and compliance with local, state and federal regulation and standards.
• Oversees completion and submission of quality reports. In collaboration with practice providers(s), oversees clinical compliance for quality assurance, documentation, and reporting.
• Ensures compliance with standard, HIPAA, OSHA and JCAHO policies. Develops and trains/practices for emergency and disaster planning protocols.
• Understands and enforces patient rights and organizational ethics philosophies.
• Attends monthly meetings per department requirements.
• Acts as liaison with property managers to manage and address issues with property/facility.
• Administers CME benefits and provides monthly reports to providers.
• May serve as eRecord superuser. May participate on ambulatory committees to review best practices.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree preferably with coursework in business administration or health care administration and 3 years administrative experience with one of those years' healthcare management required
• Bachelor's degree preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Electronic Medical Record (EMR) skills (with training) with proficiency in all aspects, including template building and billing knowledge preferred
• Advanced knowledge of medical practices, terminology, and reimbursement policies preferred
• Microsoft Outlook email skills preferred
• Electronic filing skills preferred
• Typing skills preferred
• Intermediate proficiency with Microsoft Word and Excel preferred

LICENSES AND CERTIFICATIONS

• Notary License within 1 year preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.