Practice Manager

Jobtailor; Latham (NY); On-site; USD 85,000 - 120,000; Full time

Job summary

Albany Med in Latham, NY is seeking an experienced Administrative Manager to lead the administrative operations of the department. You will oversee budgeting, staff scheduling, patient relations, billing coordination and compliance with Joint Commission standards.

You will supervise administrative and clinical staff, collaborate with the Practice Administrator and department heads, and develop policies, staff goals and training programs to ensure high-quality patient care and cost containment.

Qualifications

• Bachelor’s degree required; Master’s degree preferred.
• Minimum 3–5 years of management experience in a medical office or clinical setting.
• Strong verbal and written communication; professional public interaction.
• Experience with HIPAA compliance and confidential patient information.

Responsibilities

• Oversee administrative management of budgeting, cost center control, and strategic planning.
• Lead patient relations, staffing, marketing, insurance, and financial activities.
• Supervise all administrative and clinical staff in the absence of a Nurse.
• Coordinate with Practice Administrator and department leads to ensure efficient team.
• Ensure policies and procedures follow institutional standards and Joint Commission.
• Monitor payroll, benefits, and bi-weekly payroll processes; manage Workday workflows.

Skills

Management

Leadership

Budgeting

Communication

HIPAA compliance

Problem solving

Education

Bachelor's degree

Master's degree

Tools

Microsoft Office

Workday

Job description

Responsibilities

• 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, Nurse Supervisor, Department Chair, and the Division 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
• Directly supervises all administrative staff, and clinical staff (in absence of Nurse)
• 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 APR’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
• Prepare bi‑weekly payroll
• Complete all new hire and termination processes timely via Workday
• 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
• Acts as a resource to Practice Coordinators within the Faculty Practice, by providing mentorship and guidance to foster their growth and development
• Assists Administrator as requested during budget preparation and manages the overall operating budget for the Department
• 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 department 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 operation
• Audit performance of sites for compliance with standards, policies and procedures
• Ensure completion of regular tracking reports and tasks through completion, management or delegation, reporting anomalies to Administrator timely
• Ensure compliance with all The Joint Commission non-clinical and any other governing regulatory authority
• Serves as a resource for facilities management for the practice including any repairs, service contracts for equipment and the inventory of all capital equipment and audits for completion
• Maintains optimal physical environment for the Department and reports any unsafe conditions, inoperative equipment or other adverse conditions to Administrator
• 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’s, and Administrator

Requirements

• Bachelor’s degree is required, Masters degree preferred
• 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
• 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
• 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
• Understand principals of quality management and be able to lead and facilitate groups of individuals that emphasizes quality, continuous improvement, and high performance
• Strong confidentiality skills, and have the ability to quickly earn the confidence of others
• Must always maintain a “patient comes first” attitude
• Self‑motivation, swift learning ability and a “can‑do,” optimistic attitude is imperative
• 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
• Must have analytical financial skills, be able to prepare spreadsheets, analyze budgets and interpret information and data
• Ability to be a proactive and effective problem solver
• Must be HIPAA compliant at all times
• Must be willing to complete Albany Med Management Development Programs and any other committee or meeting responsibility as assigned

Core Competencies

Demonstrates strong management capabilities in a medical office setting, with expertise in budget development, staff supervision, and compliance with regulatory standards. Proficient in financial analysis, patient relations, and fostering a collaborative work environment.