Practice Manager

University of Rochester; United States; On-site; USD 79,515,000 - 107,337,000; Full time

Job summary

University of Rochester seeks an experienced administrator to manage a mid-size ambulatory practice within the Medicine department. The role focuses on optimizing patient flow, high-quality service, staff leadership, and budget-conscious operations.

The position oversees non-clinical staff, payroll processes, and performance evaluations, ensuring compliance with accreditation and financial goals. Strong leadership and communication skills are essential.

Qualifications

• Directs staff using the ICARE framework, promoting a collaborative, diverse, and professional team.
• Responsible for performance management of all non-clinical staff.
• Recruiting, hiring, orientation, training, development and evaluation of staff.

Responsibilities

• Implements procedures for enhancing service quality and enforces office policies.
• Establishes and maintains efficient patient flow and staffing.
• Schedules regular office meetings and ensures proper registration and pre-verification processes.
• Manages payroll input and weekly staffing schedules.
• Oversees budget considerations and cost reduction initiatives.
• Acts as patient relations advocate and ensures patient satisfaction metrics.

Tools

Payroll software

Job description

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 500193 Medicine SMH Gastrointestinal

Work Shift: UR - Day (United States of America)

Range: UR URCB 210 H

Compensation Range: $27.75 - $37.46

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Manages an ambulatory practice with 12 to 19 exam rooms. In conjunction with clinical leadership, promotes operational efficiency, high quality, outstanding patient experience, and strong financial performance. Directs staff using the ICARE framework, promoting a collaborative, diverse, and professional team. Responsible for performance management of all non-clinical staff.

ESSENTIAL FUNCTIONS

• Implements procedures for enhancing levels of service and quality and enforces medical office policies and procedures in a mid-size practice.


• Develops guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary.


• Establishes and maintains efficient and responsive patient flow system.


• Schedules and facilitates regular office meetings with providers and office staff.


• Ensures proper registration and insurance pre-verification management processes are followed, including warm transfers to centralized functions.


• Prepares weekly schedule for staff, ensuring proper staffing to support daily office operations, including directly monitoring workflow to ensure accuracy and maximum efficiency in a mid-size practice.


• Supports and upholds policies, procedures, objectives, quality improvement, safety, environmental and infection control and codes and requirements of accreditation and financial performance.


• Oversees maintenance of patient records, including storage and transfer.


• Establishes performance improvement goals for the office, remaining in alignment with the goals and objectives of the department.


• Works collaboratively with providers to build templates in alignment with department expectations and manage ongoing schedule changes.


• Responsible for recruiting, hiring, orientation, training, development and evaluation, and staff management in a mid-size practice.


• Manages clinical staff in collaboration with the site medical director and or nurse manager.


• Ensures initial new employee and annual staff mandatories are completed and tracked for compliance.


• Conducts timely and thorough employee end-of-probation and annual performance appraisals.


• Performs weekly input and review of payroll in electronic payroll systems.


• Manages and approves staff requests for time off and overtime.


• Monitors employee engagement and serves as a change management leader to foster a positive work environment in a mid-size practice.


• Oversees performance management and corrective discipline processes as needed.


• Accesses and interprets patient satisfaction survey data and regularly share results with providers and staff.


• Serves as a patient relations advocate by demonstrating skills in resolving difficult patient complaints and concerns.


• Defines expectations for patient satisfaction and lives the brand for UR medicine.


• Monitors charge reconciliation process, including production of weekly reports.


• Assists in preparing annual and capital budgets, including required justifications, and effectively manages within budgeted parameters.


• Responsible for control and accuracy of petty cash, cash reconciliation, and balancing of daily deposits.


• Develops cost reduction and expense management initiatives in collaboration with site medical director.


• Hold staff accountable for target achievement.


• Processes pharmaceutical, supply and other types of orders timely and accurately from approved vendor lists.


• Maintains provider schedules to ensure adequate visit volumes for patient access and financial performance.


• Oversees the bi-annual inventory process.


• May assist clinic/practice with oversight of revenue generating programs based on quality initiatives to improve population health metrics, specifically focused on the pay-for-performance programs.


• Engages practice performance in clinical quality initiatives through maximizing the number of patients seen for risk-adjustable visit types on a yearly basis and supporting data analytic work a