- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Standard Work Schedule: Monday- Friday 9:am to 5:pm.
- Building: 710 West 168th Street
- Salary Range: $63,700.00- $70,500.00
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Position Summary
The Practice Operations Supervisor I supervise and coordinate overall operational and administrative functions to ensure maximum efficiency, high-quality patient experiences, and compliancewith appropriate HR and regulatory policies. The Supervisor 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.
- Works collaboratively with physicians, administrative and clinical managers, and staff to ensure the achievementof 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.
• Supports Division chief’s outpatient schedule and meeting calendar Strategy
• Monitors key performance indicators and implements performance improvement initiatives, as needed. Supports the Manager and/or Director in implementing operational improvements. Works with the Practice Manager to utilize electronic medical record dashboards and reports to monitor and keep performance indicators of operational, clinical, and revenue cycle workflows to ensure a holistic view of the practice operation.
• 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.
• 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.
• Participates as a member of the healthcare team and various interdisciplinary committees to improve patient care and meet patient needs
• 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.
• Keeps current on all organizational, regulatory compliance, and patient privacy training policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and successfully completes all required training.
• Ensures compliance for a safe and secure work environment at all sites by following all OSHA, EH&S, and public safety policies and guidelines.
• Ensure that Medical Center, Department, and Service Corp policies and procedures are followed.
Minimum Qualifications
Requires a bachelor's degree or equivalent in education and experience, plus three years of related experience.
Other Requirements
- Excellent organizational skills, time management, and the ability to set priorities among multiple competing objectives, tasks, and initiatives are required.
- 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 applied 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
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to hiring of qualified local residents.
