Associate Practice Manager LGH

Penn Medicine, University of Pennsylvania Health System; Lititz (Lancaster County); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Benefits program

Professional development

Job summary

Penn Medicine is seeking an Associate Practice Manager LGH to lead operational performance across multiple practice locations. You will supervise staff, drive efficiency, and align clinical and administrative operations with organizational goals.

You will partner with leadership to manage budgets, ensure compliance, and advance patient satisfaction. This role emphasizes collaboration with physicians, staff, and external partners to deliver high-quality care.

Qualifications

• Experience supervising clinical/administrative staff in healthcare.
• Strong leadership and communication skills with physicians/staff.
• Knowledge of healthcare operations, compliance, and patient flow.

Responsibilities

• Provide strategic operational leadership across multiple practice locations.
• Oversee staffing, scheduling, and human resources activities.
• Ensure financial performance, budgeting, and regulatory compliance.
• Collaborate with leaders, affiliates, and external partners.
• Drive patient satisfaction and quality initiatives across services.

Skills

Staff management

Leadership

Healthcare administration

Budgeting

Patient focus

Education

Associate's degree

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Associate Practice Manager LGH

Schedule: 40 Hours Per Week/Day Shift

Additional Info: Travel required between UC sites

POSITION SUMMARY

In collaboration with leadership, the Associate Practice Manager provides strategic operational leadership, supervision and direction in regards to all administrative, financial, regulatory, quality, human resources, patient/employee satisfaction, and clinical aspects for the following scope, multiple practice locations, high practice/facility square footage, service line oversight, coordination of inpatient services, coordination of care across several departments/entities, academic involvement (research initiatives, resident program), special clinical programs, multiple clinical specialties, complex regulatory requirements, management of external partnerships/collaborations. Ensures management of daily practice operations run efficiently and effectively – including:

• Patient scheduling, billing, and coordination of services/facility(ies)
• Providing quality care to patients; championing quality initiatives with the providers and staff
• Maintaining a patient/customer focus as evidenced by patient satisfaction scores and other indicators
• Achieving financial goals related to budget
• Offering a collaborative work environment that values professional ownership/accountability for physicians and staff as demonstrated through retention and engagement/satisfaction scores
• Regularly reviewing work processes to ensure efficiency of work flow, including implementation of technology and best practices
• Complying with regulatory requirements
• Serving as liaison to embedded specialists, external stakeholders, other LGH providers and acts as point person for general facility management

Managing (directly and indirectly) practice staff; <10 = # of staff directly and indirectly managed <15,000 = # of budgeted annual visits; Will be direct supervisor over front desk employees (approx 18) and have oversight of front end registration responsibilities

Essential Functions

• Employees - Regularly meets with employees to improve communication and to build productive relationships (staff and physicians). Solicits feedback on how to improve performance and provides constructive feedback.
• Employee Communication - Continuously communicates to physicians, and staff the importance of patient satisfaction, quality of care, and sound financial performance; and champions our successes and priorities for improving performance in meeting and exceeding patient and customer expectations.
• Internal Partnerships – As requested/needed, will work with leadership, clinical leadership, affiliates and suppliers in developing programs, services and initiatives to anticipate future customer needs, build customer loyalty and generate profitable growth. Participates in operational integration of programs by ensuring alignment of communication with department, entity, and practice Leadership and staff.
• Customer Relations - Personally spends time with staff, physicians, patients, and patient families to understand their respective needs and expectations, to build relationships, and to gauge patient/customer satisfaction. Ensures patient and customer satisfaction through comprehensive and continuous measurement of customer satisfaction for all key customer groups.
• Develops positive relationships with building owner, construction, township and other personnel, as needed.
• Clinical Service Groups & Product Service Lines – As requested/needed, supports leadership in partnering with affiliates to develop mutually beneficial clinical, operational and marketing programs.
• Professional Associations & Benchmarking – As requested/needed, interfaces with relative industry associations as a representative of the organization and to identify benchmarks.
• Development – Identifies and participates in development activities as appropriate. Applies learning for improved performance.
• Demonstrates understanding and ownership of how his/her role contributes to achieving success.
• Demonstrates a personal commitment to ensuring a clean and safe working environment for patients and employees.
• Strives to understand and value differences in others’ race, gender, nationality, and age – modifies interactions as needed to accommodate diverse needs of the patient/family.
• Participates in Entity and Department wide initiatives for Patient / Employee safety.
• Role may require collaboration with department and entity Leadership team in implementing department/ entity strategic plan and budget including prescribed strategic imperatives and measures of success at the practice
• As requested/needed, participate in program development efforts at the practice; including analysis, resource planning, and space/facility management.
• Ensures all entity patient care related processes (patient registration/scheduling, medical records, clinical patient care, patient flow through office, etc) deliver high quality and efficient care to patients and their families. Provides hands‑on coverage where needed and appropriate.
• Ensures practice environments of care are clean, safe and patient friendly.
• Ensure all outsourced services meet agreed upon service standards in support of all patient care processes
• Ensures that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently
• Resolves all patient/family concerns in a timely fashion
• Proactively identify problem areas, define plan for solution, take ownership of the plan, implement/monitor the plan’s effectiveness.
• Supports the creation of clinical effectiveness targets, improvement plans and reporting systems to ensure the delivery of high quality, effective and efficient patient care
• Supports leadership to attain performance measurement and management system for key areas: access, quality, service and value.
• As needed, provides leadership to attain clinical effectiveness targets and strategies annually (part of budget process).
• Ensures all areas of accountability are compliant with all federal, state and local regulatory standards and requirements, including DOH, TJC, FDA, HIPAA, HCFA, DPW, OSHA and others for practices under their leadership.
• Complies with yearly education requirements including HIPAA, OSHA, Safety, and CLIA.
• If applicable, manages the audit/survey process for the practice(s)
• Provides support to entity and practice leadership to proactively develop change management strategies for major organizational and practice activities and events
• Implements change management strategy within the practice in alignment with entity/UPHS objectives.
• Communication plans are effectively implemented
• Ensure appropriate follow‑up of major issues
• Manage routine and crisis communications throughout the practice/community as they arise
• Demonstrates recognition of the systemic impact of employee communication and/or policy changes and solicits proactive feedback prior to implementation.
• Employee Payroll – Review, edit, approve all timecards bi‑weekly; review overtime utilization and manage appropriately, manage employee and physician schedules and time off requests.
• Accountability for Practice financials including: Practice expense and revenue variances, AR indicators including write‑offs; maintain understanding and find root causes for variances
• Entity Compliance and Management Control - Ensure regional/practice operations fully utilize appropriate financial controls and are in compliance with Federal, State, Professional and local financial requirements.
• Revenue Cycle Management –Provides practice revenue cycle management/oversight. Ensure practice alignment with all standards.
• Managed Care/Payer Management – Support implementation of managed care contracts and operational processes.
• Participation in the following duties may be assigned at the discretion of department and/or entity leadership:
• Practice Financial Strategies & Policies- Support the Operational and Finance Leadership teams in developing and implementing common financial systems and standards in a coordinated and efficient manner.
• Practice Budgeting and Operating Planning Analysis Assists in the development and implementation of capital and operating budgets using system wide standards and processes. Partners with department, practice leadership, and entity leadership team in developing performance targets, reporting variances and creating remediation plans.
• Manage coverage in the practice to ensure adequate staffing for clinic operations.
• Manage the efficient usage and ordering of office supplies to ensure adequacy
• Reporting: On a regular basis, to assess practice efficiency and/or to identify areas for improvement, run reports, analyze data, and generate summary findings to communicate to stakeholders.
• If Applicable, Research: Provide support to physicians in their research initiatives, such as ensuring compliance with the protocols and working together to implement research goals with clinic operations.
• If Applicable, Academic: Provide support to physicians for their academic involvement, such as CV/CME updates, credentialing, reimbursements, etc.
• Other Accountabilities: responsibilities may vary based on specific department/practice needs.
• Recruitment & Retention
• Selects practice staff who can demonstrate both the professional requirements and UPHS core values
• Creates a work environment that is aligned with UPHS Core Values.
• Ensures new hires are provided adequate orientation and training to display competence
• Clearly defines work expectations
• Recognizes and rewards individuals for a job well done.
• Addresses performance issues immediately and directly.
• Conducts performance appraisals annually
• Ensures self and staff are compliant in mandatory trainings (KL) and competency assessments (if applicable)
• Assists staff in addressing challenges and skill deficits.
• Assigns work that uses staff skills and talents, provides responsibility and challenge, allows for creativity, and offers leadership opportunities.
• Continually provides guidance and support to team members.
• Encourages continuous growth and helps staff to realize full potential by identifying stretch objectives and creating learning plans. Development plans in place and reviewed annually.
• Is easily accessible to physicians, and staff members.
• Establishes and ensures effective and ongoing communications.
• When requested and appropriate, develop talent management and succession plans for current and future staffing needs.

EDUCATION REQUIREMENTS

• Pref Associate's Degree And 3+ years Relevant experience, prior management experience in a healthcare setting preferred.
• Degrees may be considered in lieu of total experience
• Plus would include front end oversight/front office supervisor experience

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.