Practice Manager

Req#: 49431
Category(s): Administrative ServicesAdministration & Office SupportHBD – Medicine Gastroenterology
Full Time / Part Time: Full time 40 hrs.
Shift: Day

SUMMARY:
This position provides overall administrative management of a variety of business-related functions, strategic planning, budget development and cost center management under the direction of the Practice Administrator. Provides hands-on leadership for all aspects of patient relations, staffing, marketing, insurance, and financial activities to ensure their successful management. Works closely with the practice Administrator, Practice Coordinator(s), Nurse Manager, Nurse Supervisor and the Division/Department heads to establish and maintain an efficient, cohesive and productive work team within the entire department and to help the practice achieve the institutional mission of high quality provision of care for patients.

REQUIREMENTS AND PREFERENCES:

o A Bachelor’s degree is required, Masters degree preferred.
o Proven management skills with a minimum of three to five years of experience working in a management capacity in a medical office or clinical setting.
o Must project a professional image, set an example of excellence and earn the confidence of others. Must have pristine verbal and written communication skills and have experience in and a desire to deal professionally with the public. Exceptional interpersonal and relationship-building skills are required.
o Must possess a high level of critical and ethical thinking/behavior and be able to deal with difficult situations with a high level of emotional intelligence.
o Understand principals of quality management and be able to lead and facilitate groups of individuals that emphasizes quality, continuous improvement, and high performance.
o Must project a professional image, possess strong confidentiality skills, and have the ability to quickly earn the confidence of others. Must always maintain a “patient comes first” attitude.
o Self-motivation, swift learning ability and a “can-do,” optimistic attitude is imperative.
o An excellent working knowledge of personal computers, word-processing and spreadsheet software (such as the Microsoft Suite) is required as well as excellent keyboarding skills. Experience with medical recordkeeping and billing system is strongly preferred.
o Must have analytical financial skills, be able to prepare spreadsheets, analyze budgets and interpret information and data.
o Ability to be a proactive and effective problem solver.
o Must be HIPAA compliant at all times.
o Must be willing to complete Albany Med Management Development Programs and any other committee or meeting responsibility as assigned.

ACCOUNTABILITIES:
1. Human Resources
• Develop a superior workforce including:
o Process all necessary recruitment paperwork
o Interviewing and hiring
o Onboarding including scheduling HR, physicals, credentialing paperwork, orientation
and 3-3-3 initiative
o Create staff training to develop Practice Coordinator skillsets
o Monthly Rounding with direct reports
o Prepare performance reviews for any direct reports
o Develop and maintain employee’s annual goals
o Develop leadership skills of direct reports
o Implementation of corrective action and performance improvement plans
• Ensures compliance with all existing governmental and labor legal and government reporting requirements including any related to the Equal Employment Opportunity (EEO), the Americans With Disabilities Act (ADA), Employee Retirement Income Security Act (ERISA), the Department of Labor, worker compensation, the Occupational Safety and Health Administration (OSHA), and so forth
o Prepares information requested or required for compliance with laws
o Protects the interests of employees and the company in accordance with company Human Resources policies and governmental laws and regulations
• Directly supervises all coordinator staff and/or administrative and clinical support staff in absence of a coordinator.
• Acts as an information resource for administrative questions in close cooperation with Administrator.
• Maintains effective communication with staff in all levels in a timely and effective manner.
• Monitors all time performance and pay practices and systems for effectiveness and cost containment.
• Regularly review and make recommendations to Administrator for updated employee job descriptions and (re)allocation of job duties.
• Ensure all policies and procedures of the institution are followed operationally.
• Monitor and notify credentialed staff when licenses/credentials are up for renewal.
• Develop and maintain employee’s annual goals, and coach, mentor and encourage employee achievement of those goals.
• Prepare annual performance review for any direct reports. Review and collaborate other ACA’s as requested by management.
• Develop staff incentive programs to maintain and/or increase staff morale and reduce turnover.
• Handle any employee issues or grievances.
• Manage payroll and benefits for staff
o Collect and prepare bi-weekly payroll
o Update employee’s PL time biweekly
o Coordinate annual benefit meetings with staff
o Coordinate the initiation and termination of employee benefits when necessary (health insurance, disability, 401K, etc.)
o Complete all new hire and termination paperwork timely
• Monitor and intercede with any issues regarding the staff schedule for all departments and sites and authorizes and denies overtime when necessary.
• Coordinate, facilitate and document staff meetings and ensure institutional and departmental information and initiatives are shared consistently and effectively. Monitors staff for compliance.
2. Financials and Metrics
• Assists Administrator as requested during budget preparation and manages the overall operating budget for the Division.
• Investigates discrepancies and significant changes in monthly income and expenses. Reports discrepancies to the Administrator.
• Monitors staff performance through consistent measurement. Recommends opportunity for improvement, initiates training and/or corrective actions, focused on the importance of maximizing results.
• Ensures proper invoicing and tracking of receivables and payments to vendors.
• Responsible for Accounts Payable and accurate record keeping of expenses.
• Maintain excellent communication on billing matters between the division and billing departments.
• Assess the needs in collaboration with staff for annual expenses. Evaluates and negotiates with vendors in conjunction with the Administrator to procure capital equipment, processes purchase orders and coordinates installation and servicing.
3. Operations
• Audit performance of sites for compliance with standards, policies and procedures.
• Ensure completion of stoplight report and tasks through completion, management or delegation.
• Reviews and maintains OSHA and MSDS compliance manuals
• Ensure compliance with all The Joint Commission non-clinical and any other governing regulatory authority.
• Serves as a resource to the Practice Coordinator for facilities management for the practice of including any repairs, service contracts for equipment and the inventory of all capital equipment and audits for completion.
• Maintains optimal physical environment for the Division and reports any unsafe conditions, inoperative equipment or other adverse conditions to Administrator

4. Patient Satisfaction
• Manage elevated patient grievances and coordinate service recovery efforts when needed.
• Ensure fiscal and operational activities are performed in such a manner that they are aligned patient satisfaction.

5. Management Support and Other Tasks
• Assists Practice Administrator in development and evaluation of departmental policies and procedures.
• Assists Practice Administrator in Practice-wide special projects.
• Prepares staff to respond effectively to both internal and external company issues.
• Uses discretion at all times to ensure patient confidentiality .
• Provide administrative support to Faculty APP and Administrator.

Albany Med offers a competitive salary and benefits package that includes:

• Excellent benefits including health/dental/vision
• Employer-funded pension plan
• Paid Leave

Albany Med is the premier health care system in Northeastern New York. It is the region’s only academic health sciences center, comprised of Albany Medical Center Hospital, Albany Medical College, the Albany Med Physician’s Group, and affiliate hospitals Columbia Memorial Health, Glens Falls Hospital, and Saratoga Hospital.
Anchored in the beautiful and historic City of Albany, New York, Albany Med offers a wide range of specialty care which provides unique opportunities to gain invaluable experience. It is the region’s only Level I trauma center for more than three million people in 25 counties and is home to the region’s only level IV neonatal intensive care unit (NICU), and the region’s only pediatric emergency department and children’s hospital. Albany Med employs the largest group of world-class specialists and subspecialists in northeastern New York.
Albany Med’s mission is to provide unparalleled adult and pediatric patient care, high-quality medical education, and biomedical research that results in medical innovations.

Thank you for your interest in Albany Med!

Please be aware for the safety and security of our colleagues and patients all new employees are required to successfully complete all applicable federal,
State and institutionally mandated pre-employment screening requirements including:

• Relevant Background Check(s)
• Drug Screen
• PPD / Tuberculosis Test
• Reference Check
• Applicable vaccinations

Albany Med is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.