Practice Operations Manager I

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $70,300 - $110,000

Position Summary

The Integrated Women's Health Division in the Department of Obstetrics & Gynecology at Columbia University is seeking a Practice Operations Manager I to join our dynamic program. The Women's Health Practice Operations Manager will lead, supervise, and coordinate the operational and administrative functions of assigned practices to ensure maximum efficiency, a high-quality patient experience, and compliance with all applicable regulatory requirements. This role will guide the practice in delivering an exceptional patient experience that supports positive health outcomes and fosters a work culture grounded in kindness, inclusion, integrity, accountability, and excellence.

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.
• Develop and 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.
• Oversees 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 dashboard and metrics.
• Oversee 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.

• Conduct daily scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team driven coordination of care and services.
• Conducts regularly scheduled meetings with Supervisors and other Leads to develop new paths, procedures and approaches to maximize opportunities for performance and process improvement.

Strategy

• Monitors key performance indicators and implements performance improvement initiatives, as needed. Continuously seeks and implements operational improvements. 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. Develops practice optimization and improvement strategies and utilizes a data driven methodology to monitor progress and staff performance.
• Leads, supports, and mentors staff consistent with the department's strategic plan, in order to maintain an efficient patient-centered environment ensuring an exceptional patient experience through kindness, inclusion, integrity, accountability, and excellence.
• Utilizes databases of patient activity, resource utilization, and budget variances; and identify trends and patterns for analysis and actions.
• Leads and/or participates in projects and performance improvement activities.
• Direct oversight of all customer satisfaction initiatives, displaying a positive attitude in interactions with staff, patients and family members.
• Sets expectations for patient portal activation rates. Monitors metrics and develops strategies to meet target goals.
• Participates as a member of the healthcare team and various interdisciplinary committees and project teams to improve patient care and meet patient needs.

People

• Direct oversight of staff including recruiting and human resource management. Ensures approved HR strategy is implemented and adhered to. Ensures staff productivity benchmarks and quality measures are achieved. Develops remediation plans as needed. Establishes unit metrics and goals to measure effectiveness of retention strategies.
• 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 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. Demonstrates self-development and keeps current on a variety of clinical management and health care topics.

Compliance

• Oversees and documents the implementation and compliance with 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.
• Maintain patient privacy and confidentiality according to HIPAA requirements at all times.
• Ensure that Medical Center, Department and Service Corp policies and procedures are followed.

Minimum Qualifications

• Bachelor's Degree or equivalent of education and experience
• A minimum of 4 years of related experience.
• Demonstrated intermediate or higher proficiency and/or understanding, knowledge and experience in project development and implementation, process evaluation, and performance and operational improvement in a health care delivery system setting;
• Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Demonstrated strong 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 strong proficiency in problem assessment, and 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 high level communication presentations for senior leadership and other organizational stakeholders.

Preferred Qualification

• Master's degree is preferred.
• Physician practice experience preferred.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds.

We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

Equal Opportunity Employer / Disability / Veteran

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