Practice Operations Manager II

$95,000 - $115,000/Yr

Columbia University In the City of New York - New York, NY

Full-time

New York, NY

Educational Services

About the position

The Practice Operations Manager II leads, supervises and coordinates overall operational and administrative functions of assigned FPO clinical practice(s) to ensure maximum efficiency, high quality patient experiences, and compliance with appropriate regulatory policies. The Practice Operations Manager II leads the practice(s) 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

• 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 office supplies within the office practice suite.
• Monitor supply use 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.
• Creates the daily, weekly, and/or monthly assignment list to ensure adequate coverage in the practice.
• Monitor patient satisfaction, respond to issues and complaints in a timely manner, and implements 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.
• 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.
• 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 strategies to support staff on executing FPO's strategic plan.
• Implements change management strategies that support organizational goals and process improvement initiatives.
• Utilize tools for effective communication including informal and formal presentations for various audiences.
• Evaluate Press Ganey survey results to identify trends and develops strategies to optimize patient satisfaction and service delivery.
• Participate in projects and special assignments that add value and improve ColumbiaDoctors FPO Operations' ability to support and be a resource to faculty practice departments.
• Prepare ad hoc reports and/or presentations for Operations and/or Management to understand operational challenges or issues.
• Direct oversight of staff including recruiting and human resource management.
• Ensures approved HR strategy is implemented and adhered to.
• Promotes staff professionalism and performance with coaching, training and feedback.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development.
• Ensures compliance with all regulatory agencies, departmental, Service Corp and organization policies and procedures for all staff.

Requirements

• 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 manner.
• 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.
• 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.
• 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.

Nice-to-haves

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

Benefits

• Salary Range: $95,000 - $115,000
• Regular work schedule: 9AM-5PM, M-F
• 35 hours per week