Practice Operations Manager I

Columbia University in the City of New York; New York, Northern (NY, KY); Hybrid; USD 90,000 - 100,000; Full time

Job summary

Columbia University in the City of New York's Practice Operations Manager I oversees day-to-day operations for Vanderbilt Clinic sites to ensure efficient patient care, access and satisfaction. You report to the Director of Practice Operations and guide site workflows, staffing and performance across multiple practices.

The role emphasizes credentialing, inventory management, EPIC usage and team development, with a strong focus on privacy, safety and quality in a fast-paced clinical environment.

Qualifications

• Bachelor's degree or equivalent experience.
• Minimum 4 years of related clinical practice and operations experience.
• Proficient in physician billing or third party payor environments and revenue cycle.
• Strong organizational, time management and project planning skills.
• Effective communication with patients, staff and stakeholders.

Responsibilities

• Directs site operations and manages workflows to meet patient volume, access and satisfaction goals.
• Oversees inventory, credentialing, and equipment maintenance to minimize downtime.
• Leads staff coaching, training and performance development across sites.
• Acts as EPIC Super User for front-end components and supports providers.
• Monitors metrics, prepares monthly/ad hoc reports and dashboards.
• Ensures HIPAA, infection control and OSHA policy compliance across practices.

Skills

Project management

Leadership

Communication

Healthcare operations

HIPAA compliance

Staff training

Education

Bachelor's degree

Tools

Microsoft Office (Word & Excel)

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Vanderbilt Clinic
• Salary Range: $90,000 - $100,000

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.

A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates.

Position Summary

Reporting to the Director of Practice Operations, the Practice Operations Manager I is responsible for all aspects of the day-to-day operations for the responsible sites and facilitates efficient and high quality patient care, access and satisfaction.

Responsibilities

Site Operations

• Directly manages assigned practice site(s) and operational workflows to meet operational goals in patient volume and access, service, operational efficiency, and physician, staff and patient satisfaction. Provides cross coverage for other practice sites and/or operational workflows as needed.
• Conducts periodic evaluation of workflows, makes recommendations for corrective measures and leads implementation. Measures effectiveness of implementation and adjusts as needed. Ensures that staff is engaged and trained to execute remedy as appropriate.
• Responsible for site’s drug inventory and ensure accurate daily reconciliation.
• Manages the department’s provider credentialing unit. Communicate any changes in contracting and credentialing process to key departmental staff and recommend and implement any appropriate operational changes.
• In conjunction with the Technician Manager, ensures that all diagnostic and therapeutic equipment in the department are maintained in good working order and routine services are completed. Addresses and resolves any equipment issues in a timely manner to ensure minimal interruptions to operations.
• Conducts and documents regular meetings and in service with the staff to communicate and reinforce new and existing practice policies and procedures. In conjunction with the practice management team, reinforces practice policies and procedures to maintain standardization across practices.
• Responsible for template building and provider scheduling changes for sites.
• Functions as an EPIC "Super User" all aspects of front-end components of application to provide guidance to physicians and support staff.
• Builds and maintains ongoing working relationships with staff, management, clinical and physician members of the practice to facilitate positive staff morale and support provider productivity.
• Other duties as assigned within professional scope of practice/training/education.

People

• Directly manages all assigned staff: Hires, trains and mentors new staff members and ensures appropriate staff coverage for assigned units; Ensures all staff are compliant with university, FPO and department policies and procedures.
• Ensures timely submission of all HR related transactions for assigned staff: Performance Management, Talent Management, Recruitment & Retention, Succession Planning, Professional Development, Employee Engagement, etc.
• Performs all related transactions related to time and attendance for assigned staff including but not limited to scheduling, time-off requests, and related activities.
• Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction. Identifies and mitigates any roadblocks to performance, evaluate effectiveness of development. Works with Director or other resources to set objectives and/or develop remediation/action plans.
• Facilitates staff training of Practice Associates, Patient Experience Specialists, Administrative Assistants, Master Schedulers, and those working on various projects that are being managed by Operations Manager in accordance with protocol and/or other relevant requirements. Update and maintain administrative policies and procedures to ensure objectives are met and are in line with departmental objectives.

Project Management

• Serves as the team leader by overseeing various practice operational projects as directed by Director. Facilitates team building and communication. Works with management to ensure project related tasks and/or issues are resolved. Assists with any administrative planning and initiatives aimed at facilitating growth and improving operations and patient care quality.

Reporting

• Effectively manage project and operational teams by using tracking/reporting tools. Monitor and manage key unit metrics, including operational performance indicators, staff productivity, and employee and staff satisfaction. Assists with monthly and ad-hoc practice reports and dashboard.

Compliance

• Keep current on all organizational, practice, and patient privacy policies (e.g. infection control, HIPAA), goals, initiatives, and required trainings.
• Maintain patient privacy and confidentiality according to HIPAA requirements at all times.
• Maintain a safe and secure work environment by following all OSHA, EH&S and public safety policies and guidelines.

Minimum Qualifications

• Requires a bachelor's degree or combination of education and experience.
• A minimum of 4 years of related experience including previous experience in a clinical practice is required.
• Demonstrated working proficiency of a physician billing or third party payor environment and revenue cycle functions, clinical office procedures, medical terminology.
• Strong project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Strong organizational skills, time management, project management, and the ability to set priorities among multiple competing objectives, tasks and initiatives is required.
• Ability to communicate effectively in both oral and written form and prepare presentations for various audiences. This position requires the ability to interact positively, constructively and effectively with patients, professional staff, providers and organizational stakeholders.
• Must demonstrate leadership and relationship management skills, and manage conflicts with tact, sensitivity, and respect.
• Ability to work collaboratively diverse staff and patient/family population to promote a patient centered culture.
• Demonstrated proficiency of Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.
• Ability to educate and train all levels of professional staff.
• Must be a motivated individual with a positive and exceptional work ethic.
• Must complete all system training requirements.
• Knowledge of billing and scheduling systems.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.