Practice Manager - Military Veterans

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: M-F 9:AM-5:PM
• Building:
• Salary Range: $80,000- $90,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

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

Responsibilities

• 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.
• Supervise administrative and secretarial staff supporting the division.
• Responsible for interviewing, hiring, and training new employees as well as the ongoing development of existing employees.
• Monitor and evaluate workflow and productivity of staff to ensure maximum efficiency.
• Approve all paid time-off requests, and assign overtime, ensuring adequate coverage of clinical practice. Manage temporary staff.
• Conduct performance appraisals and provide corrective action when necessary.
• Oversee ordering and stocking of all office supplies within the office practice suite. Monitor supply uses and maintain and adjust par levels as needed.
• Ensure optimal use of the practice space throughout all hours of operation by optimizing staffing ratios and patient density.
• 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.
• Collaborates with Ambulatory Facilities Operations on issues related to the physical environment of all sites and related support services, interfacing with other departments including IT and other associated vendors.
• Monitor patient satisfaction, respond to issues and complaints in a timely manner, and implement remediation as needed.
• Conduct daily scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, patient satisfaction, and team-driven coordination of care and services.
• Conducts regularly scheduled meetings with Supervisors and/or 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 key performance indicators of relevant 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.
• Develops and maintains a good productive and collaborative relationship with departmental and clinical management and representatives.
• Implements change management strategies that support organizational goals and process improvement initiatives.
• Ensure communication of changes is cascaded throughout the unit and feedback channels are in place. Ensures staff support system is in place. Works with staff leads to address any escalated concerns and identify risks as needed.
• Utilize tools for effective communication including informal and formal presentations for various audiences.
• Evaluate Press Ganey survey results to identify trends and develop strategies to optimize patient satisfaction and service delivery.

Project Management & Reporting

• Participate in projects and special assignments that add value and improve Neurology clinical operations
• Prepare ad hoc reports and/or presentations for Operations and/or Management to understand operational challenges or issues; present to Operations, Management, and Administration as needed.

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. Monitor unit metrics and goals to measure the effectiveness of retention strategies.
• Promotes staff professionalism and performance with coaching, training, and feedback. Mentors staff in individual and team accountability, modeling behavior and demonstrating best practices/techniques. Demonstrates self-development and keeps current on a variety of facilities management topics.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction. Identifies and mitigates any roadblocks to performance, and evaluates the effectiveness of development. Works with HR to develop remediation/action plans.

Other administrative duties

• Ensures compliance with all regulatory agencies, departmental, Service Corp, and organization policies and procedures for all staff.
• Keeps current on all organizational, regulatory compliance, and patient privacy training policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensures that all staff has successfully completed all required training.

Minimum Qualifications

• Requires bachelor???s degree or equivalent in education and experience plus three of related experience.

Preferred Qualifications

• A Master's degree is preferred.
• Physician practice experience preferred.

Other Requirements

• An equivalent combination of education and experience may be considered.
• 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 healthcare 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.
• The 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, 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 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 in 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.
• Must complete systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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