Practice manager job description

RWJBH is seeking a Practice Manager/Administrator for our Cancer Institute of New Jersey within RWJ New Brunswick campus. This is a full-time, day position (40hours/week).

Summary:

Under the direction of the Practice Administrator and Administrative Director of Oncology Services, the Oncology Office Manager will assist with daily operations of a specific division of Oncology Outpatient Services by overseeing secretarial, financial, and administrative functions for roles such as medical secretaries, medical records, scheduler and clinic coordinator. Ensures accurate completion of all forms and records related to the above functions. In collaboration with Practice Administrator, interviews potential applicants. Provides orientation to new positions. Coordinates student and volunteer schedule and assignments. Ensure that Outpatient Oncology Services for the division they oversee is in compliance with all applicable policies, laws and regulations.

Responsibilities:

• Oversees all non-clinical operations of the Outpatient Cancer Service.
• Develop and maintain electronic reporting for submitting monthly volume and productivity statistics. Analyzes administrative and clinical needs of division related to Patient Access and Experience in collaboration with Practice Administrator, Nursing and Division Leadership.
• Maintains provider scheduling templates including strategies/changes and coordination between physician and advanced practice providers. Reports on patient access metrics and works with clinical and administrative teams to mitigate challenges associated with patient access such as schedule availability and room utilization.
• Builds relationships with referring and refer-to practices to ensure smooth transitions of care.

Requirements:

• Three to five years administrative or clinical experience in a health care facility may replace education requirement.
• College graduate preferred. HS Diploma or GED equivalent required within one (1) year of hire.
• Strong written, telephone and verbal skills. Strong organizational skills. Standard office equipment. Proficient in Microsoft Word, Excel and Powerpoint.

Candidates who do not possess a High School Diploma or GED equivalent will be provided the opportunity to enroll in a GED/HSEA program at time of hire as a condition of employment. A hired candidate will be provided one (1) year from date of hire to successfully complete a GED program and obtain their HSEA.

RWJBarnabas Health is committed to our communities and the members we serve. RWJBH understands that in order to create strong, healthy, and sustainable communities, we have to re-engineer and transform current systems. Providing educational support and resources contributes to our overall social impact mission and community investment efforts.

HonorHealth is a non-profit, local community healthcare system serving an area of 1.6 million people in the greater Phoenix area. The network encompasses six acute-care hospitals, an extensive medical group, outpatient surgery centers, a cancer care network, clinical research, medical education, a foundation and community services with approximately 12,300 employees, 3,700 affiliated physicians and 3,100 volunteers.

HonorHealth was formed by a merger between Scottsdale Healthcare and John C. Lincoln Health Network. HonorHealth's mission is to improve the health and well-being of those we serve.
Responsibilities

Job SummaryThe Practice Manager directs, coordinates and manages all operations and related activities of an outpatient clinic or federally qualified health center (NOAH only).

The Practice Manager manages the day to day operations that are related to an outpatient medical practice. The medical practice may include integrated services such as dental, nutrition, and behavioral health.

Takes complete ownership for the successful operations and strategic planning of the clinic, including financial, employee engagement, retention and patient experience. Responsible for ensuring that high quality patient care and customer service is delivered in the most financially efficient way. Works in a strong dyad relationship with the providers, Associate Directors, and/or Administrator. Collaborates with all leaders in the market to provide seamless and integrated service to our patients.

+ Responsible for strong financial performance through ensuring proper controls and practices are followed and documented to secure the financial viability of the practice. Prepares and executes budget; monitors and approves payroll, ordering of supplies, and inventory. Also ensures accurate charge capture.

+ Provides exceptional leadership and promotes teamwork and collaboration. Creates an environment that supports high employee and physician engagement. Strategically selects, onboards, continuously develops, rewards, retains, and provides transparent performance feedback to all staff, leaders, and providers. Maintains competencies to function in any of the staff roles as needed in order to support efficient operations.

+ Ensures compliance for various accrediting bodies and government agencies and performs all necessary reviews, audits, education, and training to maintain compliant status. Serves as the compliance liaison for the practice.

+ Collaborates with marketing to build and maintain community partnerships and relationships to attract new customers, retain existing customers and support desired brand positioning. Partner with Marketing and others to support location, provider and/or specialty promotion.

+ Continuously monitors the operations and workflow and revises operational procedures as necessary, in alignment with system practices, to ensure efficiency and drive extraordinary results. Constantly identifies and implements areas for improvement and efficiencies including identified quality indicators. Develops and maintains a culture of safety in order to prevent or reduce errors and improve quality for patients, providers, and staff.

+ Provides highest level of patient experience by ensuring data is monitored on a regular basis and staff are constantly exhibiting behaviors and services that our patients expect and deserve. Partner with the Patient Experience Team to optimize the patient experience and lead by example creating a personalized experience for customers. Proactively leads service recovery activities.

+ Determines physical maintenance and equipment needs and repairs and coordinates with internal or external resources. Resolves problems on a day-to-day basis to ensure the environment supports our employee's engagement and meets our patients' expectations.

+ Performs other duties as assigned.

Qualifications

EducationBachelor's Degree or 4 years' work related experience in Business, Management, or Public Administration or 4 years leadership experience in outpatient clinic or related center RequiredExperience1 year in a leadership position in a physician practice Required Licenses and CertificationsFingerprint Clearance Card - State Have a current Fingerprint Clearance card, or within seven (7) working days after employment shall apply and be eligible for a Fingerprint Clearance Card (NOAH Clinical Sites and Pediatric Behavioral Health Sites ONLY) Required

Under general supervision, manages, supervises, and coordinates all functions and activities related to the operation of a physician practice(s). Practice Manager level is determined by complexity/scope of the position.
Duties and Responsibilities

+ Coordinates and integrates services within the department/service line/entity, with other departments/service lines/entities, and with the System's primary functions. Participates in the selection of outside services, if needed.

+ Continuously assesses and improves the department/service line/entity/System's performance. Maintains appropriate quality control/assessment programs (if applicable).

+ Actively utilizes improvement strategies/tools to positively impact all aspects of operations.

+ In cooperation with departmental/services line leadership, manages all on-site activities in such a way that promotes the satisfaction and welfare of the patients visiting the site.

+ Facilitates the purchasing of supplies, pharmaceuticals, and office goods by working collaboratively with materials management. Assists in selection of outside services; resolves issues related to services provided by outside vendors.

+ Works in partnership with lead physician to solve problems, resolve conflicts and enhance operations, quality, and safety.

+ Communicates operational issues to Sr. Director/Director of Operations to obtain timely and effective resolution.

+ Promotes reporting of events and tracks trends to identify potential improvement opportunities.

+ Establishes service recovery protocols; trains and empowers staff to address patient concerns; assures all patient issues are appropriately addressed.

Required Experience/Education

+ Notes:

+ Other combinations of formal education, training and experience may be considered.

+ Minimum Experience:

+ 1 - 2 years

+ Minimum Education:

+ Bachelor's Degree

+ Physical Demands:

+ Occasional prolonged standing/walking

+ Occasionally lifts supplies/equipment

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WellSpan Health is an Equal Opportunity Employer. It is the policy and intention of the System to maintain consistent and equal treatment toward applicants and employees of all job classifications without regard to age, sex, race, color, religion, sexual orientation, gender identity, transgender status, national origin, ancestry, veteran status, disability, or any other legally protected characteristic.