CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: 8-5 M-F
• Building:
• Salary Range: 67000-75000

Position Summary

The Practice Operations Supervisor is accountable for the supervision and development of their respective physician practice, while ensuring the efficiency and stability of the clinical operations in all areas, inclusive of quality, access and value. Supervises and coordinates overall operational and administrative functions to ensure maximum efficiency, high quality patient experiences, and compliance with appropriate HR and regulatory policies. Collaborates with clinical leadership to ensure Columbia's strategic goals are achieved by implementation of strategic initiatives. Leads the practice in a manner that delivers an exceptional patient experience that contributes to positive health outcomes for patients and a work culture of kindness, inclusion, integrity, accountability, and excellence.

Responsibilities

Practice Operations

• 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.
• Implement policies and procedures related to patient scheduling and operational issues in the office practice and exam area in collaboration with the medical and administrative staff of the practice.
• Oversee ordering and stocking of all clinical and office supplies (including PPE) within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.
• Ensure optimal use of the facility throughout all hours of operation by optimizing staffing ratios, patient density and use of clinical space.
• 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.
• 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 all physician billing-related dashboards and metrics. 
• Oversees the physical environment of all sites, interfacing with other departments including IT, telecommunications, housekeeping, facilities, and associated vendors
• Oversight of sites' cleanliness and safety according to practice standards. Escalates any issues to Environmental Services, Engineering, Central Sterile, Materials Management, etc. and ensures follow through.
• Creates the daily, weekly, and/or monthly assignment list to ensure adequate clinical coverage and provider support in the practice. 
• Conducts scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team-driven coordination of care and services. 

Strategy

• Monitors key performance indicators and implements performance improvement initiatives, as needed. Supports Manager and/or Director on implementing operational improvements. Works with Practice Manager to utilizes electronic medical record dashboards and reports to monitor keep 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.
• Supports and mentors staff consistent with Columbia Primary Care's strategic plan, in order to maintain an efficient patient-centered environment ensuring an exceptional patient experience through kindness, inclusion, integrity, accountability, and excellence.
• Maintain database of patient activity, resource utilization, and budget variances; and identify trends and patterns for analysis and actions.
• Participate 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.

People

• Assists with recruiting and human resource management activities. Ensures staff productivity benchmarks and quality measures are achieved.
• Evaluates staff performance and competencies, approaching the performance review process constructively and conducts it in accordance with Human Resources and departmental guidelines and procedures. Offers continuing guidance and assistance to employees on work activities, procedures, competency development, and performance-related issues as appropriate. Ensures leadership is kept aware of the performance of each employee on an ongoing basis. Addresses any performance-related issues promptly.
• Promotes staff professionalism and performance with coaching, training, and feedback. Mentors others in individual and team accountability, modeling behavior, and demonstrating best practices/techniques.

Compliance

• Oversees and documents the implementation and compliance with ColumbiaDoctors and related institutional 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.
• Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and successfully complete all required trainings.
• Ensures compliance for a safe and secure work environment at all sites by following all OSHA, EH&S and public safety policies and guidelines.
• Maintain patient privacy and confidentiality according to HIPAA requirements at all times.
• Ensure that Medical Center and Department policies and procedures are followed.
• Perform general administrative functions, and related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent of education and experience.
• A minimum of 3 years of related experience.
• Demonstrated proficiency in project management skills including executing technical and operational project activities with cross-functional teams.
• Demonstrated 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.
• Working proficiency in Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.
• Must successfully complete systems training requirements.

Preferred Qualifications

• Physician practice experience preferred.
• Excellent organizational skills, time management, and the ability to set priorities among multiple competing objectives, tasks, and initiatives is required.
• 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.
• 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 team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the practice.
• Ability to work independently 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.
• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Must successfully complete systems training requirements.

Other Requirements

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.