Practice Operations Manager II

Columbia University Irving Medical Center; New York (NY); On-site; USD 80,000 - 100,000; Full time

Job summary

A leading academic medical center in New York is seeking a Practice Operations Manager. This role involves overseeing daily operations, managing staff, and ensuring compliance with policies. The successful candidate will foster team collaboration, monitor operational KPIs, and manage patient throughput. A Bachelor’s degree and four years of relevant experience are required. This position involves multitasking and effective communication to ensure optimal patient care and operational efficiency.

Qualifications

• Minimum four years of related experience required.
• Strong ability to manage multiple priorities in fast-paced environments.
• Effective communication and interpersonal skills for team management.

Responsibilities

• Oversee daily operations and staff management at practice.
• Develop patient scheduling and operational policies.
• Manage supply and inventory, ensuring optimal usage.

Skills

Leadership

Operational management

Team coordination

Data analysis

Regulatory compliance

Education

Bachelor’s degree or equivalent in education and experience

Job description

Overview

Position Summary: The Practice Operations Manager will oversee the day-to-day operations and serve as the site-specific lead for patient throughput, facilities and inventory control, as well as management of support staff in accordance with Department of Psychiatry policies and Columbia University Irving Medical Center guidelines. This is a fast-paced role that requires juggling multiple priorities. This position reports directly to the Director of Operations.

Salary information is provided in the posting. The final salary will be set based on factors including departmental budgets, qualifications, experience, education, licenses, specialty, and training. The posted range represents the University’s good faith estimate at the time of posting.

Responsibilities

• Practice Operations: Collaborate with physicians, administrative and clinical managers, and staff to achieve practice-wide operational and financial goals. Supervise and coordinate processes and activities in assigned areas in accordance with guidelines and policies.
• Policy and Procedure Development: Develop and implement patient scheduling and operational policies for the office practice and exam area in collaboration with medical and administrative staff, with input from Departments and operational teams.
• Supply and Inventory Management: Oversee ordering and stocking of all clinical and office supplies (including PPE); monitor usage and adjust par levels as needed.
• Facilities Utilization: Ensure optimal use of the facility during all hours by adjusting staffing, patient density, and space utilization.
• Dashboard and Work Queue Monitoring: Monitor clinic manager dashboards (Front Desk, Scheduling, Referrals, In-Basket, etc.) and all work queues related to practice operations.
• Revenue Cycle Oversight: Oversee front-end revenue cycle activities including physician billing, copay collection, note closure, billing compliance, and related procedures.
• Billing Metrics: Monitor physician billing dashboards and metrics.
• Site Management: Oversee the physical environment of all sites, interfacing with IT, telecommunications, housekeeping, facilities, and vendors.
• Safety and Compliance for Sites: Ensure cleanliness and safety per standards; escalate issues and ensure follow-through with Environmental Services, Engineering, Central Sterile, Materials Management, etc.
• Staff Scheduling: Create daily/weekly/monthly assignment lists to ensure adequate clinical coverage and provider support.
• Staff Communications: Conduct daily meetings/huddles to ensure smooth patient flow and coordinated care; lead regular meetings with Supervisors and Leads to improve processes.

Strategy

• Monitor KPIs and implement performance improvements; use EMR dashboards to oversee operational, clinical, and revenue cycle workflows;
• Lead and mentor staff to maintain a patient-centered environment and exceptional patient experience.
• Use data to identify trends and drive optimization; participate in projects and performance improvement initiatives.
• Direct customer satisfaction initiatives and maintain positive interactions with staff, patients, and families.
• Set and monitor patient portal activation targets; track staff performance using dashboards and work queues; develop strategies to improve completions.
• Collaborate with healthcare teams and interdisciplinary committees to improve patient care.

People

• Oversee supervisors and staff, including recruitment and HR management. Implement HR strategy, ensure productivity benchmarks and quality measures, and develop remediation plans as needed.
• Create assignment lists to ensure clinical coverage and provider support.
• Evaluate staff performance, conduct performance reviews per HR and departmental guidelines, and provide ongoing guidance and development.
• Promote professionalism through coaching, training, feedback, and mentoring; stay current on management and healthcare topics.

Compliance

• Ensure adherence to ColumbiaDoctors and related policies, procedures, programs, and systems to improve patient encounters and outcomes; ensure regulatory compliance for staff.
• Maintain current on organizational, regulatory, and patient privacy training (e.g., HIPAA, OSHA, EH&S); complete required trainings.
• Maintain a safe and secure work environment by following OSHA, EH&S, and safety guidelines; protect patient privacy in accordance with HIPAA.
• Ensure that Medical Center and Department policies are followed.
• May be required to perform other duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience; plus four years of related experience.

Equal Opportunity Employer / Disability / Veteran

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