Manager, Medical Office

University of Rochester•City of Rochester, NY

22h•Onsite

About The Position

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. Under the direction of the Chief of Thoracic Surgery, performs complex administrative duties in support of the clinical, academic, and research programs in the division of Thoracic Surgery. The Medical Office Manager, has primary responsibility for maintaining and developing office processes based on needs identified by surgeons, nurse practitioners, the Assistant Director of Clinical Administration, and secretarial staff. Manages support staff, and temporary workers and functions as a liaison for the division.

Requirements

Bachelor's degree and 4 years of relevant experience required
Or equivalent combination of education and experience
1 year of experience in an administrative capacity in an academic office or project management preferred

Nice To Haves

Proficiency in Microsoft Office, Cadence, e-record, medical transcription, and medical terminology preferred.
Strong interpersonal and communication skills, including written communication preferred.
High level organizational skills and attention to detail preferred.
Ability to travel between clinic locations preferred.

Responsibilities

Manage daily operation of the clinical office, streamline tasks, and promote a patient-first environment, identify areas of concern, and provides resolutions.
Works with the Leadership Team to recommend and implement procedures for office operations.
Develops efficient, effective, processes to support and manage the flow of patient care through the thoracic office from initial referral to follow-up.
Continually assess the operational needs of the office by working closely with the Division Administrator.
Develops and efficient and effective processes to support and manage the flow of patients from initial referral to follow-up.
Continually assess the operational needs by working closely with the chief, Division Administrator and leadership team.
Responsible for relaying and implementing any operational changes to the leadership team and the staff while continually assessing for efficacy with follow-up.
Ensures the sites are fully staffed, adjusting coverage as needed.
Interviews, makes hiring recommendations, trains, and supervises the clerical staff of the Thoracic Office.
Oversees the orientation of all staff.
Conducts and makes recommendations relative to performance evaluations and salary changes.
Reviews and approves requests for time off and payroll reporting through the HRMS system.
Provides counseling of clerical staff and recommends disciplinary action if indicated.
Addresses the departmental, clinical, clerical, and patient needs and provides resolution for an efficient and streamlined office.
Conducts one-on-one meetings with individual staff on a rotational basis.
Ensures training of all staff on processes, procedures, and software programs in the clinic office.
Documents training as completed and maintains records.
Monitors phones with GNAV to ensure all are answering appropriately.
Monitors Ambulatory metrics for compliance and works to maintain satisfactory results for the division.
Assures compliance with University personnel policies and procedures within the program.
Serves as the liaison with the Chief, Thoracic Surgeons, and Administrator to ensure their clerical support needs are met.
Assists the Chief in the implementation of directives related to the Thoracic program.
Develops, authors and implements office policy and procedures to address departmental, divisional, clinical and patient needs.
Orders all supplies and equipment.
Runs weekly/monthly reports.
Acts as a mentor in interpersonal issues and provides guidance to team members on conflict resolution strategies.
Plans and executes staff recognition events.
Customer service advocate-exhibits service-oriented behavior; responsible for service improvement in the divisions.
Models IICARE VALUES.
Performs service recovery with patients as needed.
Provide administrative support to the Division Administrator and Chief of Thoracic Surgery.
Ensure all clerical needs of these individuals are met, including but not limited to: Strategic planning for Thoracic Surgery, preparation for various site visits, and support of divisional meetings.
Plans and coordinates divisional retreats, conferences, speaking engagements and travel for divisional faculty.
Serves as the Divisional expert on University HR policy, facilitating questions regarding time off, Disability, leave, payroll issues and questions.
Attends regularly scheduled meetings with Heads and Supervisors, Faculty, Ambulatory Manager, and leadership meetings.
Manages agendas, distribution lists, Zoom invitations, attendance, records conferences and submits CME for Tumor Board conference.
Submits all appropriate documents for CME as needed.
Personally, serves as a back-up to the clinical staff in the Thoracic office.
Assists in training all new staff.
Oversees and assists in the management of all the Surgeon's Calendars, Clinics, Meetings and Lectures.
Serves as the primary contact for the management of clinical practice locations.
Ensures compliance with all applicable regulations and Medical Center policies.
Interfaces with front desk staff to coordinate scheduling.
Maintains all Clinical Master Schedules in Cadence.
Manages clinical schedules for all practice sites for faculty and APP’s.
Responsible for the clerical and administrative support of Thoracic academic activities.
Support the division in the management of fellowship programs, education conferences, resident orientations, and medical student support.
Coordinates maintenance of patient records, documentation for billing, and completion/submission of documents regarding patient care and insurance.
Transcribes, proofreads, and ensures accuracy and timeliness of all written materials, including medical reports, CV’s, and correspondence.
Demonstrates expert knowledge of medical terminology, word processing, spreadsheets, and presentation software.
Serves as the eRecord Deputy for the division and can make operational changes to the eRecord system in real-time.
Responsible for the oversight of telecommunications equipment/ faxes, printers, computers, etc., calling repair services as needed, on ITSR and recommending new equipment as needed to the division administrators.
Oversee the discontinuation of services for telecommunication services upon faculty and advanced practice departures.
Responsible for the annual equipment inventory.
Reviews the monthly logs for IT/Networking Communication Services for pagers, wireless telephones and divisional telephone logs.
Orders office supplies.
Works with the billing office and clerical staff to ensure that registration and billing functions are performed in an accurate and timely manner and meet all compliance guidelines.
Attends the high-dollar meeting and is prepared to give explanations for missing prior authorization on both surgeries and procedures.
Put procedures in place to decrease write-offs due to improper or missing authorizations.
Prepares all purchase orders, has signing authority for non-capital items, controls expenses, maintains copies of invoices and gives them to finance in a timely fashion.
Works closely with the division administrator to reconcile ledgers and assist with budgetary submissions as needed.
Manages the billing services for outside vendors.
Reconciles PCARD (Purchase Card) expenses monthly.
Prepares all purchase orders for the clinic, all PCARD purchases, payment requests, and petty cash reimbursements.
Operates within the divisional budget guidelines in a cost-effective manner.
Effectively balances the clinical, academic, research, and administrative demands for the Chief of the Thoracic/Emergency Surgery division.
Senior management contact for scheduling high-level meetings for the Chief.
Contact with external agencies for coordinating the Chief’s participation in committee meetings.
Streamlines and organizes work environment to effectively improve timely response to correspondence and patient needs.
Oversees the time and calendar management for the other faculty.
Performs additional duties as assigned