Practice Manager II

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.

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ESSENTIAL FUNCTIONS

Clinic Operations

• Implement procedures for enhancing levels of service and quality and enforce medical office policies and procedures. Develop and monitor guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary. Establishes and maintains efficient and responsive patient flow system. This is inclusive of managing various work queues, in baskets, schedule scrubbing, template cap monitoring, among and other tasks.
• 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 and distributes weekly schedule for staff, ensuring proper staffing to support daily office operations, including directly monitoring workflow to ensure accuracy and maximum efficiency
• 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 teams through metric evaluation of Bypass warning, GNAV, and access reporting, remaining alignment with the goals and objectives of the department.
• Works collaboratively with providers and staff to build and modify templates in alignment with department expectations and manage ongoing schedule changes.
• Serves as a patient relations advocate by demonstrating skills in resolving difficult patient complaints and concerns. Escalates concerns to appropriate level of clinic/management when appropriate.

Site Management & Compliance

• Responsible for maintaining high levels of quality service, environment and compliance with local, state and federal regulation and standards.
• Identifies, inputs, and follows through with all facilities and clinical engineering requests as necessitated or delegated. Identifies and escalate space concerns appropriately.
• 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.
• Responsible for all disaster and emergency drill training dispatch and record keeping
• Responsible for site specific signage and ensuring compliance, participates and submits all necessary documentation for audits.
• Acts as liaison with property managers to manage and address issues with property/facility

HR and Staff Management

• Responsible for recruiting, hiring, orientation, training, development and evaluation, and staff management.
• Manages staff in collaboration with the 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, approves, and plans for staff requests for time off and overtime. Monitors employee engagement and serves as a change management leader to foster a positive work environment.
• Oversees performance management and corrective discipline processes as needed with conjunction of clinical administration manager.
• Upholds and models ICARE and HIPAA best practices

Finance & Administration

• Assists in preparing annual and capital budgets, including required justifications, and effectively manages within designated 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 division leadership. Hold staff accountable for target achievement.
• Processes pharmaceutical, supply and other types of orders timely and accurately from approved vendor lists. Oversees the bi-annual inventory process.
• Responsible for p-card purchases and reconciliation of up to $4,000
• Assists with division event planning, schedule upkeep
• Attends monthly meetings per department requirements. Acts as liaison with property managers to manage and address issues with property/facility. May serve as eRecord superuser. May participate on ambulatory committees to review best practices.
• May serve as coverage for direct supervisor when necessitated

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.