Practice Operations Supervisor I

Columbia University; New York (NY); On-site; USD 75,000 - 85,000; Full time

Job summary

Columbia University invites applications for a Practice Operations Supervisor I in White Plains, NY. This role supervises operational and administrative functions of ambulatory clinics to ensure efficiency and high-quality patient experiences.

The supervisor leads a team, develops staffing plans, monitors KPIs, ensures regulatory compliance, and collaborates with physicians and managers to meet performance goals. Core hours and 40-hour weeks apply.

Qualifications

• Bachelor's Degree or equivalent of education and experience.
• A minimum of 3 years of related experience.
• Equivalent combination of education and experience may be considered.
• Excellent organizational skills, time management, and ability to set priorities.
• Experience with project management and cross-functional teams.
• Ability to manage demanding workloads and complex cases.

Responsibilities

• Works collaboratively with physicians, administrative and clinical managers to meet practice goals.
• Monitors policies related to patient scheduling and operations with staff.
• Oversee ordering and stocking of office supplies and adjust par levels.
• Ensure optimal use of practice space by staffing and patient density.
• Monitor clinic dashboards (Front Desk, Scheduling, Referrals, In Basket).
• Monitor work queues and ensure timely completion.
• Ensure compliance with regulatory and safety standards.
• Lead staff meetings and coordinate care and services.
• Monitor patient satisfaction and address issues promptly.

Skills

Organizational skills

Project management

Communication (oral & written)

Time management

Problem solving

Education

Bachelor's Degree or equivalent

Tools

Microsoft Office (Word & Excel)

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 40
• Standard Work Schedule: Core business hours Monday-Friday, schedules vary
• Building: 1111 Westchester Avenue, White Plains, NY 10604
• Salary Range: $75,000 -$85,000

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.

Position Summary

The Practice Operations Supervisor I supervises and coordinates overall operational and administrative functions of assigned FPO ambulatory clinical practice(s) to ensure maximum efficiency and high-quality patient experiences. The Supervisor leads the practice in a manner that delivers an exceptional patient experience that contributes to positive health outcomes for patients and a work culture of kindness, inclusion, integrity, accountability, and excellence.

Responsibilities

Practice Operations

• Works collaboratively with physicians, administrative and clinical managers, and staff to ensure the achievement of practice-wide operational and financial goals/metrics. Supervises and coordinates all processes and activities in the area/functions assigned, ensuring organizational guidelines and policies are followed.
• Monitors policies and procedures related to patient scheduling and operational issues in the office practice and exam area in collaboration with the medical and administrative staff of the practice.
• Oversee ordering and stocking of all office supplies within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.
• Ensure optimal use of the practice space throughout all hours of operation by optimizing staffing ratios and patient density.
• Monitor clinic manager dashboard including, but not limited to: Front Desk, Scheduling, Referrals, In Basket management, etc.
• Monitors all work queues for completion as they apply to practice operations.
• Collaborates with FPO Ambulatory Facilities Operations to ensure the site’s cleanliness and safety according to practice standards. Escalates any issues as needed and ensures follow-through.
• Creates the daily, weekly, and/or monthly assignment list to ensure adequate coverage in the practice.
• Conducts scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team-driven coordination of care and services.
• Monitors patient satisfaction, responds to issues and complaints in a timely manner, and escalates issues as appropriate.

Strategy

• Monitors key performance indicators and supports performance improvement initiatives, as needed.
• Supports and mentors staff consistent with the department’s strategic plan, in order to maintain an efficient patient-centered environment ensuring an exceptional patient experience.
• Participates in projects and performance improvement activities.
• Participates in patient satisfaction initiatives, displaying a positive attitude in interactions with staff, patients, and family members.
• Participates as a member of the healthcare team and various interdisciplinary committees to improve patient care and meet patient needs.

People

• Drives recruiting and human resource management activities for assigned location(s). Ensures staff productivity benchmarks and quality measures are achieved.Completes staff performance evaluations and competencies. Offers continuing guidance, coaching, and assistance to employees on work activities, procedures, competency development, and performance-related issues as appropriate. Escalates any performance-related issues as appropriate.
• Promotes staff professionalism and performance with coaching, training and feedback. Mentors others in individual and team accountability, modeling behavior and demonstrating best practices/techniques.

Other

• Ensures compliance with all regulatory agencies, departmental, Service Corp, and organization policies and procedures for all staff.
• Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g., infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensures that all staff have successfully completed all required trainings.
• Perform other related duties and responsibilities as assigned/requested.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Minimum Qualifications

• Bachelor's Degree or equivalent of education and experience.
• A minimum of 3 years of related experience.
• An equivalent combination of education and experience may be considered.
• Excellent organizational skills, time management, and the ability to set priorities among multiple competing objectives, tasks, and initiatives is required.
• Demonstrated proficiency and/or understanding of project management, including executing technical and operational project activities with cross-functional teams.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases accurately and in a timely manner.
• Demonstrated proficiency in problem assessment, resolution, and collaborative problem solving in complex and interdisciplinary settings.
• Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.
• Must be able to deliver presentations to various audiences.
• Ability to lead and mentor team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the practice.
• Ability to work independently and follow-through and handle multiple tasks simultaneously.
• Ability to work collaboratively with a culturally diverse staff and patient/family population, demonstrating tact and sensitivity in stressful situations.
• Working proficiency in Microsoft Office (Word & Excel) or similar software is required, and an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.

Preferred Qualifications

• Physician practice experience preferred.
• Demonstrated proficiency and/or understanding of qualitative and quantitative data analysis.

Competencies

Patient Facing Competencies

Minimum Proficiency Level

Accountability & Self-Management

Level 3 - Intermediate

Adaptability to Change & Learning Agility

Level 2 - Basic

Communication

Level 2 - Basic

Customer Service & Patient-Centered

Level 3 - Intermediate

Emotional Intelligence

Level 2 - Basic

Problem Solving & Decision Making

Level 3 - Intermediate

Productivity & Time Management

Level 3 - Intermediate

Teamwork & Collaboration

Level 2 - Basic

Quality, Patient & Workplace Safety

Level 3 - Intermediate

Leadership Competencies

Minimum Proficiency Level

Business Acumen & Vision Driver

Level 1 - Introductory

Performance Management

Level 2 - Basic

Equal Opportunity Employer / Disability / Veteran

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