Practice Manager II

University of Rochester•City of Rochester, NY

10d•$57,720 - $77,916•Onsite

About The Position

The Practice Manager II manages a mid-size ambulatory practice with 12 to 19 exam rooms. In conjunction with clinical leadership, the manager promotes operational efficiency, high-quality care, an outstanding patient experience, and strong financial performance. The role directs staff using the ICARE framework, supports a collaborative and professional team, and is responsible for performance management of all non-clinical staff. The manager oversees practice operations, staffing, patient flow, scheduling, staff development, patient relations, budgets, financial processes, quality reporting, regulatory compliance, and facility-related coordination. The manager works collaboratively with providers and clinical leadership to support department goals and may serve as an eRecord superuser or participate in ambulatory committees.

Requirements

Associate's degree, preferably with coursework in business administration or health care administration, and 3 years of administrative experience, including 1 year of healthcare management experience; or an equivalent combination of education and experience.
Electronic Medical Record (EMR) skills, with training, and 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.
Notary license within 1 year preferred.

Nice To Haves

Bachelor's degree preferred.
EMR proficiency, including template building and billing knowledge.
Advanced knowledge of medical practices, terminology, and reimbursement policies.
Microsoft Outlook email skills.
Electronic filing skills.
Typing skills.
Intermediate proficiency with Microsoft Word and Excel.
Notary license within 1 year.

Responsibilities

Implement procedures to improve service and quality, enforce medical office policies and procedures, and develop guidelines for prioritizing and assigning work.
Establish and maintain an efficient patient-flow system; schedule and facilitate regular office meetings with providers and staff.
Ensure registration and insurance pre-verification processes are followed, including warm transfers to centralized functions.
Prepare weekly staff schedules, ensure appropriate staffing, and monitor workflow for accuracy and efficiency.
Support policies and objectives related to quality improvement, safety, environmental and infection control, accreditation, and financial performance.
Oversee the maintenance, storage, and transfer of patient records.
Establish office performance-improvement goals aligned with department objectives.
Collaborate with providers to build templates and manage ongoing schedule changes.
Recruit, hire, orient, train, develop, evaluate, and manage staff; manage clinical staff in collaboration with the site medical director and/or nurse manager.
Track completion of initial and annual staff mandatory requirements and conduct timely end-of-probation and annual performance appraisals.
Enter and review payroll weekly; manage and approve staff time-off and overtime requests.
Monitor employee engagement, lead change management efforts, and oversee performance management and corrective discipline as needed.
Review patient-satisfaction survey data and share results with providers and staff; advocate for patients and resolve difficult complaints and concerns.
Monitor charge reconciliation and produce weekly reports; assist with annual and capital budgets and manage within budget parameters.
Maintain petty cash accuracy, reconcile cash, and balance daily deposits.
Develop cost-reduction and expense-management initiatives with the site medical director and hold staff accountable for target achievement.
Process pharmaceutical, supply, and other orders accurately and on time using approved vendor lists.
Maintain provider schedules to support patient access, visit volumes, and financial performance; oversee the bi-annual inventory process.
May assist with revenue-generating programs and pay-for-performance initiatives, including supporting population-health metrics, risk-adjustable visits, analytics, and patient outreach.
Maintain quality, service, environmental, and regulatory compliance; oversee completion and submission of quality reports.
Collaborate with practice providers to oversee clinical compliance for quality assurance, documentation, and reporting.
Ensure compliance with applicable standards and HIPAA, OSHA, and JCAHO policies; develop and train staff on emergency and disaster-planning protocols.
Enforce patient rights and organizational ethics philosophies.
Attend required monthly department meetings and liaise with property managers regarding property and facility issues.
Administer CME benefits and provide monthly reports to providers.
May serve as an eRecord superuser and participate on ambulatory committees to review best practices.
Perform other duties as assigned.