Sr. Practice Manager

University of Miami•Miami, FL

13d

About The Position

The Sr. Practice Manager (H) directs and maintains all aspects of the daily activities of the practice for its successful operation, which includes the efficient and timely scheduling of patients for clinics and surgeries. Moreover, the Senior Practice Manager (H) develops, trains, coordinates, and recruits personnel for the practice to ensure that all offices are properly staffed and operational. Additionally, the incumbent supervises scheduling support staff for physicians to ensure patient access and satisfaction, and effective and efficient coordination of out-patient appointments. CORE JOB FUNCTIONS Manages and coordinates the activities of office and clinic personnel. Approves time and attendance documents. Oversees recommendations for hires, transfers, promotions, and terminations, and trains and evaluates all positions for the practice. Maintains and adjusts job descriptions for department staff. Sets goals and objectives for support staff and evaluates their performance. Trains or facilitates the training of personnel within the assigned division(s). Participates in customer service and leadership training. Attends University meetings regarding UCare, Epic implementation, HIPAA compliance, and third-party payor contracts. Develops and implements an inventory control system for supplies and materials required by the practice. Oversees employee, patient, and physician relations and problem resolution as it occurs in the offices. Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures. Department Specific Functions – 50% Collaborate with centralized department leadership, in conjunction with the Division Chiefs, to develop operating, capitol and special project budgets. Monitors approved budget for the divisions and responds to requests from the leadership, including the Director of Finance, for information related to budget variances. Maintains and implements policies and procedures specific to the Pediatric Subspecialties which are consistent with the Department and University rules and compliant with state, federal; and professional regulations as well as standard policies and procedures. Performs a limited role as administrative liaison between the divisions, the department, other University Departments and Centers, UMMG and outside agencies and organizations including Jackson Memorial Hospital. Implements the clinical operations plans in conjunction with Division Chiefs, Senior Department Administrator, and the Vice Chairman for Administration, which reflect the strategic initiatives and departmental long-term plans for the Department and School. Develops management reports to track and benchmark division activities including productivity, patient access and patient satisfaction surveys. Incumbent would need to be familiar with producing variance reports related to division charges and collections, and physician work RVU’s. Other reports would include those related to physician scheduling templates, clinic access and volumes. Responsible for the management, supervision, overall professional growth and coordination of activities for support staff and other non-academic staff. Establish work schedules and assignments for staff at multiple locations, according to workload and clinical volume. Direct or conduct recruitment, hiring and training of personnel. Responsible for overall performance management including disciplinary action, counseling, completing employee performance appraisals (with appropriate faculty input), developing/updating job descriptions and approving Workday employee payroll and time away requests . Develops and maintains division policies and procedures manual. Directs and supervises the work of the offices and practice sites. Ensures training and cross-training of new and existing employees on office procedures and practice clinical and billing electronic systems. Also, coordinates routine office activity, including telephone answering, completing personnel events, forms, expense vouchers, requisitions, travel for faculty and staff, physicians’ schedules and proper coverage for absent support staff during vacations and leaves. Responsible for knowledge of up to date physician coding practice and assisting division faculty with CPT and ICD-10 coding questions to ensure proper documentation, compliance and accurate charge capture. Responsible for the monitoring reports related to quality metrics, Meaningful Use phase II, the Merit-Based Incentive Payment System (MIPS) and Press Ganey Patient Satisfaction Surveys. Coordinates facilities and equipment maintenance and upgrades as necessary. Keep and maintains inventory of office machines and equipment. Keeps yearly leasing contracts, beepers, and licenses current. Participates in the design and development/renovation of space for the business units on an as-needed-basis, including ordering appropriate equipment, instruments and additional equipment. Maintain awareness of computer technology, facilities and diagnostic equipment to ensure effective use of services. Supervision Received: Reports directly to the Senior Department Administrator, indirectly to Pediatric Subspecialty division chiefs. Supervision Exercised: Position supervises an administrative staff and several clinical assistants. Special Demand: The Senior Practice Manager, Clinical must have the following competencies: project management, organizational dynamics and governance, systems thinking, evidence-based practice, and critical thinking and analysis. Able to work in a team environment and lead/manage others. Specific skill set will include strategic planning, business planning, aligning goals and objectives with organizational mission and vision, employee motivation and conflict resolution, workforce planning and performance management, development/use of monitoring systems, crisis and disaster planning, knowledge of health informatics and effective management of risk.

Requirements

Bachelor’s Degree in Business Administration, Healthcare administration or relevant field and five years of relevant work experience required.
Minimum 5 years of relevant experience required.
Any relevant education, certifications and/or work experience may be considered
Strong Computer proficiency in Word, PowerPoint and Excel Spreadsheets including the use of Pivot Tables.
Strong written and oral communication skills.
Able to work in a team environment and lead/manage others.
Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
Teamwork: Ability to work collaboratively with others and contribute to a team environment.
Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Nice To Haves

Experience with Epic EMR preferred.

Responsibilities

Manages and coordinates the activities of office and clinic personnel.
Approves time and attendance documents.
Oversees recommendations for hires, transfers, promotions, and terminations, and trains and evaluates all positions for the practice.
Maintains and adjusts job descriptions for department staff.
Sets goals and objectives for support staff and evaluates their performance.
Trains or facilitates the training of personnel within the assigned division(s).
Participates in customer service and leadership training.
Attends University meetings regarding UCare, Epic implementation, HIPAA compliance, and third-party payor contracts.
Develops and implements an inventory control system for supplies and materials required by the practice.
Oversees employee, patient, and physician relations and problem resolution as it occurs in the offices.
Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.
Ensures employees are trained on controls within the function and on University policy and procedures.
Collaborate with centralized department leadership, in conjunction with the Division Chiefs, to develop operating, capitol and special project budgets.
Monitors approved budget for the divisions and responds to requests from the leadership, including the Director of Finance, for information related to budget variances.
Maintains and implements policies and procedures specific to the Pediatric Subspecialties which are consistent with the Department and University rules and compliant with state, federal; and professional regulations as well as standard policies and procedures.
Performs a limited role as administrative liaison between the divisions, the department, other University Departments and Centers, UMMG and outside agencies and organizations including Jackson Memorial Hospital.
Implements the clinical operations plans in conjunction with Division Chiefs, Senior Department Administrator, and the Vice Chairman for Administration, which reflect the strategic initiatives and departmental long-term plans for the Department and School.
Develops management reports to track and benchmark division activities including productivity, patient access and patient satisfaction surveys.
Responsible for the management, supervision, overall professional growth and coordination of activities for support staff and other non-academic staff.
Establish work schedules and assignments for staff at multiple locations, according to workload and clinical volume.
Direct or conduct recruitment, hiring and training of personnel.
Responsible for overall performance management including disciplinary action, counseling, completing employee performance appraisals (with appropriate faculty input), developing/updating job descriptions and approving Workday employee payroll and time away requests .
Develops and maintains division policies and procedures manual.
Directs and supervises the work of the offices and practice sites.
Ensures training and cross-training of new and existing employees on office procedures and practice clinical and billing electronic systems.
Responsible for knowledge of up to date physician coding practice and assisting division faculty with CPT and ICD-10 coding questions to ensure proper documentation, compliance and accurate charge capture.
Responsible for the monitoring reports related to quality metrics, Meaningful Use phase II, the Merit-Based Incentive Payment System (MIPS) and Press Ganey Patient Satisfaction Surveys.
Coordinates facilities and equipment maintenance and upgrades as necessary.
Keep and maintains inventory of office machines and equipment.
Participates in the design and development/renovation of space for the business units on an as-needed-basis, including ordering appropriate equipment, instruments and additional equipment.
Maintain awareness of computer technology, facilities and diagnostic equipment to ensure effective use of services.