Practice Manager - West

InnovAge•Denver, CO

25d•$78,717

About The Position

The Practice Manager - West is responsible for the region’s successful operation of the InnovAge Primary Care Practice, ensuring alignment with patient needs, clinical quality standards, and financial objectives. This role requires strong leadership, operational oversight, and collaboration across departments and regions. The Practice Manager leads efforts to standardize CMD (Center Medical Director) support processes, scheduling, onboarding, and reporting, and serves as a key resource for CMDs, providers, and administrative staff. Essential Functions and Work Responsibilities Practice Operations & CMD Support Responsibilities Foster strong communication and teamwork with physicians, CMDs, and staff to enhance practice success. Drive interdepartmental and interregional collaboration to support high-quality patient care. Promote employee morale and motivation through engagement and recognition. Oversee profit and loss performance; participate in budgeting and expense management. Maintain clinic schedules and ensure adequate staffing coverage. Partner with HR for consistent personnel policy communication and labor relations. Represent the practice across the InnovAge network and participate in committees. Lead new initiatives and process improvements. Maintain vendor relationships and support a positive organizational image. Ensure staff licensure and credentialing compliance. Oversee OSHA and regulatory training and workplace safety. Identify revenue opportunities and cost reduction strategies. Oversee time reporting and payroll-related changes. Assess staffing needs based on organizational goals. Train staff on EMR usage and data quality reviews. Maintain HIPAA compliance and confidentiality. Document workflows and perform other duties as assigned. CMD Standardization Responsibilities Lead efforts to standardize CMD support processes across centers, including scheduling, PTO approval, and calendar management, while accommodating regional differences. Develop and implement uniform workflows for on-call scheduling, meeting management, and onboarding, adopting preferred models (e.g., spreadsheet-based scheduling) and ensuring finalized schedules are accessible to all providers. Collaborate with designated gatekeepers (e.g., regional scheduling leads) to manage provider schedules, share finalized versions, and address changes. Ensure CMDs provide clear meeting details (title, duration, required/optional attendees, agenda) for scheduling; block clinical time on calendars to prevent overlap with meetings. Track provider activities (PTO, clinic, nursing facility) using standardized spreadsheets and calendar invites; apply minimum clinic coverage rules for PTO approvals. Coordinate access to CMDs’ Kronos accounts for PTO and on-call pay code management, ensuring compliance with regional pay structures. Support Epic reporting tasks, including exporting reports and facilitating Tableau service utilization reports; arrange and participate in Epic/AI training sessions for CMDs and administrative staff. Develop and maintain standardized onboarding workflows for new PCPs and CMDs, reducing reliance on ad-hoc support; coordinate onboarding meeting schedules and support transition to automated systems (e.g., Relias). Standardize nursing facility (NF) scheduling processes, ensuring monthly sheets track participant visits and regulatory requirements are met; determine responsibility for NF scheduling and shift tasks as needed. Develop templates and frameworks for onboarding, meeting scheduling, and recurring tasks in collaboration with CMDs and stakeholders; maintain attendance records for primary care meetings in SharePoint. General Responsibilities Maintain availability during business hours to support operations. Meet performance expectations including punctuality and deadlines. Foster professional relationships with internal and external stakeholders. Respond to requests and feedback in a timely and courteous manner. Communicate clearly and professionally; provide and receive constructive feedback. Adapt to changing priorities and assignments. Oracle Expenses Support for NSDs Submit expense reports via Oracle for NSDs, including out-of-pocket expenses and mileage. Ensure timely submission of receipts and coding of transactions. Monitor deadlines to prevent account suspension. Use the Oracle mobile app for expense entry (available via Company Portal). Reimbursements are processed weekly via direct deposit, separate from payroll. Travel Requirements Travel Estimated Percent of time Spent – 5 to 10% Occasional travel may be required to support operational needs, including site visits, meetings or training. Overnight travel may be necessary and could include both local and out-of-state destinations.

Requirements

Bachelors degree in related field or an equivalent amount of education and/or experience.
Minimum of five (5) years of experience in business operations, preferably in a healthcare or clinical setting.
Proficiency in Microsoft Word, Excel, and Outlook.
Ability to quickly learn and adapt to new software applications.
Ability to apply mathematical concepts such as fractions, percentages, ratios, and proportions.
Skilled in analyzing data and compiling accurate reports.
Experience with profit/loss management and budget development.
Strong interpersonal and presentation skills.
Exceptional written and verbal communication, including business correspondence.
Ability to read, interpret, and apply regulations and policy documents.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Highly organized, detail-oriented, and proactive.
Able to manage multiple priorities in a fast-paced environment.
Demonstrates cultural sensitivity and effectiveness in diverse settings
Maintains confidentiality and adheres to HIPAA standards.

Nice To Haves

Three to five years of related experience, including clinical management and staff training.
Experience in outpatient physician practice strongly preferred.
Bilingual proficiency is a plus.
Must be computer proficient and possess experience with Microsoft Word, Excel, and Outlook.
Must be able to quickly learn specific software and new applications.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Able to analyze data and statistics and draw reasonable conclusions and compile accurate reports.
Experience with P/L and developing and managing budgets
Ability to read, analyze and interpret regulations and other documents.
Strong interpersonal skills and ability to effectively and tactfully present information to, and communicate with, co-workers, employees, and others.
Possess exceptional English written and verbal communication skills, including accurate grammar and business correspondence knowledge.
Ability to read and write memos, reports, and correspondence that conform to prescribed style and format.
Ability to define problems, collects data, establish facts, and draw valid conclusions.
Able to establish and maintain cooperative and positive working relationships.
Organized, detail-oriented, diplomatic, proactive, self-motivated, dependable, and driven by excellence.
Even-tempered and able to balance multiple tasks in accordance with changing deadlines and priorities in a fast-paced environment.
Ability to work sensitively and effectively with individuals of diverse ethnic and cultural backgrounds.

Responsibilities

Foster strong communication and teamwork with physicians, CMDs, and staff to enhance practice success.
Drive interdepartmental and interregional collaboration to support high-quality patient care.
Promote employee morale and motivation through engagement and recognition.
Oversee profit and loss performance; participate in budgeting and expense management.
Maintain clinic schedules and ensure adequate staffing coverage.
Partner with HR for consistent personnel policy communication and labor relations.
Represent the practice across the InnovAge network and participate in committees.
Lead new initiatives and process improvements.
Maintain vendor relationships and support a positive organizational image.
Ensure staff licensure and credentialing compliance.
Oversee OSHA and regulatory training and workplace safety.
Identify revenue opportunities and cost reduction strategies.
Oversee time reporting and payroll-related changes.
Assess staffing needs based on organizational goals.
Train staff on EMR usage and data quality reviews.
Maintain HIPAA compliance and confidentiality.
Document workflows and perform other duties as assigned.
Lead efforts to standardize CMD support processes across centers, including scheduling, PTO approval, and calendar management, while accommodating regional differences.
Develop and implement uniform workflows for on-call scheduling, meeting management, and onboarding, adopting preferred models (e.g., spreadsheet-based scheduling) and ensuring finalized schedules are accessible to all providers.
Collaborate with designated gatekeepers (e.g., regional scheduling leads) to manage provider schedules, share finalized versions, and address changes.
Ensure CMDs provide clear meeting details (title, duration, required/optional attendees, agenda) for scheduling; block clinical time on calendars to prevent overlap with meetings.
Track provider activities (PTO, clinic, nursing facility) using standardized spreadsheets and calendar invites; apply minimum clinic coverage rules for PTO approvals.
Coordinate access to CMDs’ Kronos accounts for PTO and on-call pay code management, ensuring compliance with regional pay structures.
Support Epic reporting tasks, including exporting reports and facilitating Tableau service utilization reports; arrange and participate in Epic/AI training sessions for CMDs and administrative staff.
Develop and maintain standardized onboarding workflows for new PCPs and CMDs, reducing reliance on ad-hoc support; coordinate onboarding meeting schedules and support transition to automated systems (e.g., Relias).
Standardize nursing facility (NF) scheduling processes, ensuring monthly sheets track participant visits and regulatory requirements are met; determine responsibility for NF scheduling and shift tasks as needed.
Develop templates and frameworks for onboarding, meeting scheduling, and recurring tasks in collaboration with CMDs and stakeholders; maintain attendance records for primary care meetings in SharePoint.
Maintain availability during business hours to support operations.
Meet performance expectations including punctuality and deadlines.
Foster professional relationships with internal and external stakeholders.
Respond to requests and feedback in a timely and courteous manner.
Communicate clearly and professionally; provide and receive constructive feedback.
Adapt to changing priorities and assignments.
Submit expense reports via Oracle for NSDs, including out-of-pocket expenses and mileage.
Ensure timely submission of receipts and coding of transactions.
Monitor deadlines to prevent account suspension.
Use the Oracle mobile app for expense entry (available via Company Portal).