Practice Operations Coordinator

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

59d•$65,000 - $78,000

About The Position

The Practice Operations Coordinator is accountable for ensuring the efficiency and stability of their assigned clinical operation, inclusive of quality, access, and value. Coordinates overall operational and administrative functions to ensure maximum efficiency, high-quality patient experiences, and compliance with appropriate regulatory policies. Contributes to the practice in a manner that delivers an exceptional patient experience that contributes to a positive health outcome for patients and a positive work culture.

Requirements

Bachelor's degree or equivalent in education and experience.
Strong organizational skills, time management, and the ability to set priorities among multiple competing objectives, tasks and initiatives are required.
Demonstrated proficiency in project management skills, including executing technical and operational project activities with cross-functional teams.
Demonstrate 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.
Demonstrated proficiency in problem assessment, resolution, and collaborative problem solving in complex and interdisciplinary settings.
Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.
Must be able to create and deliver presentations for organizational stakeholders.
Ability to lead and mentor a team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the practice.
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.
Working proficiency of Microsoft Office (Word & Excel) or similar software is required, and an ability and willingness to learn new systems and programs.
Must be a highly motivated, dependable, and detail-oriented individual who can be creative and take initiative as needed.
Must successfully complete systems training requirements.
Accountability & Self-Management: Level 3 - Intermediate
Adaptability to Change & Learning Agility: Level 2 - Basic
Communication: Level 2 - Basic
Customer Service & Patient Centered: Level 3 - Intermediate
Emotional Intelligence: Level 2 - Basic
Problem Solving & Decision Making: Level 3 - Intermediate
Productivity & Time Management: Level 3 - Intermediate
Teamwork & Collaboration: Level 2 - Basic
Quality, Patient & Workplace Safety: Level 2 - Basic
Performance Management: Level 1 - Introductory

Nice To Haves

Physician practice experience preferred.
2 years' related experience is preferred.

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.
Oversees and documents the implementation of compliance with policies, procedures, programs, protocols, and systems to provide an efficient and accurate patient encounter, which improves the medical office's effectiveness and the quality of patient outcomes. Ensures compliance with all regulatory agencies, departmental, and organization policies and procedures for all staff.
Ensures compliance with policies and procedures related to patient scheduling and operational issues in the office practice and exam area.
Orders and ensures stocking of clinical and office supplies (including PPE) within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.
Monitors completion and processing of all front-end Revenue Cycle activities, including, but not limited to, physician billing; copay collection, charge champion, monitoring physician note closure, adherence to billing compliance, and all Revenue Cycle procedures, etc.
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.
Fills in for administrative staff as needed.
Maintain a database of patient activity and resource utilization, and budget variances, and identify trends and patterns for analysis and actions.
Assists Supervisor and/or Manager with scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team-driven coordination of care and services.
Assists the Supervisor and/or Manager in developing staff schedules and preparing/reconciling timecards for review
Monitors key performance indicators and implements performance improvement initiatives, as needed. Supports implementing operational improvements. Works with Practice Supervisor and/or Manager to utilize electronic medical record dashboards and reports to monitor key performance indicators of operational, clinical, and revenue cycle workflows to ensure a holistic view of the practice operation. Assists in developing practice optimization and improvement strategies and utilizes a data-driven methodology to monitor progress.
Participates in projects and performance improvement activities.
Participates in customer satisfaction initiatives, displaying a positive attitude in interactions with staff, patients, and family members.
Monitors patient portal activation rates. Monitors staff performance using Dashboards, In Basket management, and work queue completions. Develops strategies to improve completions.
Participates as a member of the healthcare team and various interdisciplinary committees to improve patient care and meet patient needs.
Maintain patient privacy and confidentiality according to HIPAA requirements at all times.
Keep current on all organizational and practice policies (e.g., infection control, HIPAA), goals, initiatives, and required trainings
Ensure that Medical Center and Department policies and procedures are followed.
Successfully complete all required university, hospital, and department trainings.
Other duties as assigned within the professional scope of practice/training/education.