Sr. Practice Manager

University of Rochester•City of Rochester, NY

11d•$30 - $40•Onsite

About The Position

The Sr. Practice Manager leads the comprehensive management of University of Rochester Gynecology and Obstetrics Associates (URGOA), a community-based general obstetrical and gynecological practice operating at two sites in Monroe County. The practice has 10 providers, approximately 12,158 annual visits, 19 exam rooms, inpatient care at Highland Hospital, and hospital-based and ambulatory surgical services. The manager ensures smooth day-to-day operations across both locations, directly supervises approximately eight clinic administrative staff, and works with providers and the nurse manager to support operational efficiency, high-quality care, and an outstanding patient experience. The role reports to the Assistant Director, Community-Based and Regional Practice, and promotes a professional, supportive, and inclusive team culture while driving continuous improvement. The position oversees practice operations, staffing and human resources, patient experience, financial operations, quality and compliance, and administrative functions. Responsibilities include managing patient flow and scheduling, staff recruitment and development, payroll and time-off approvals, patient relations, budgets and financial controls, regulatory compliance, and coordination with property managers and department committees. Travel between office sites is required.

Requirements

Associate's degree, preferably with coursework in business administration or health care administration, and 3 years of administrative experience; or an equivalent combination of education and experience.
2 years of management experience in healthcare.
Expert proficiency in all aspects of electronic medical records, including Master Scheduling, and billing knowledge.
Advanced knowledge of medical practices, terminology, and reimbursement policies.
Intermediate Microsoft Outlook email skills.
Intermediate electronic filing skills.
Advanced typing skills.
Advanced proficiency with Microsoft Word and Excel.
Ability to travel to office sites.

Nice To Haves

Bachelor's degree preferred.
Exceptional organization, communication, time-management, and problem-solving skills.
Capacity to manage a large volume of work and track multiple projects through completion.
Excellent interpersonal skills and ability to work with diverse audiences.
Attention to detail and accuracy, with strong problem-solving skills.
Ability to exercise independent judgment, establish priorities, monitor deadlines, and organize correspondence.
Ability to handle sensitive information confidentially.
Customer service orientation and team-player mindset.
Adaptability and willingness to learn new tasks.
Notary license within 1 year preferred.

Responsibilities

Implement procedures and enforce medical office policies to improve service and quality.
Develop and refine work prioritization and assignment guidelines; monitor their effectiveness.
Establish and maintain efficient patient flow and registration and insurance pre-verification processes.
Schedule and facilitate regular meetings with providers and office staff.
Prepare weekly staff schedules, monitor workflow, and ensure adequate staffing and operational accuracy.
Support quality improvement, safety, environmental, infection-control, accreditation, and financial-performance policies and requirements.
Oversee maintenance, storage, and transfer of patient records.
Establish office performance-improvement goals aligned with department objectives.
Collaborate with providers to build templates and manage schedule changes.
Recruit, hire, orient, train, develop, evaluate, and manage clinical administrative staff; collaborate with the site medical director and nurse manager on clinical staff management.
Ensure completion and tracking of initial and annual employee mandatory training.
Conduct timely probationary and annual performance appraisals; manage performance and corrective discipline as needed.
Enter and review payroll weekly, and manage and approve time-off and overtime requests.
Monitor employee engagement and lead change management to foster a positive work environment.
Access and interpret Press Ganey patient satisfaction data and share results with providers and staff.
Advocate for patients by resolving difficult complaints and concerns, and set expectations for patient satisfaction.
Monitor charge reconciliation, including producing weekly reports.
Participate in annual and capital budget preparation with department and division administration, and manage within budget parameters.
Control petty cash, reconcile cash, and balance daily deposits.
Process pharmaceutical, supply, and other orders accurately and promptly using approved vendor lists.
Maintain provider schedules to support patient access, visit volumes, and financial performance; oversee the bi-annual inventory process.
Engage in clinical quality initiatives, including maximizing the number of patients seen.
Maintain quality service and compliance with local, state, and federal regulations and standards; oversee quality reports.
Oversee clinical quality assurance, documentation, and reporting in collaboration with practice providers.
Ensure compliance with standard, HIPAA, OSHA, and JCAHO policies.
Develop and train or practice emergency and disaster-planning protocols with nursing practice.
Enforce patient rights and organizational ethics philosophies.
Attend required department meetings and liaise with property managers regarding property and facility issues.
May serve as an eRecord superuser and participate in ambulatory committees reviewing best practices.
Perform other duties as assigned.