Practice Operations Supervisor I

Columbia University; New York (NY); On-site; USD 67,000 - 80,000; Full time

Job summary

Columbia University in the City of New York seeks a Practice Operations Supervisor I to manage day-to-day office and clinical operations, ensuring an excellent patient experience and compliance with HR and regulatory policies.

Responsibilities include coordinating practice operations, scheduling policies, supply management, and front-end revenue cycle oversight. Strong leadership and process improvement are essential in this 35-hour week role.

Qualifications

• Bachelor's Degree or equivalent of education and experience.

Responsibilities

• Supervises and coordinates practice operations and staff to meet financial and operational goals.
• Implements scheduling and operational policies for the office practice and exam area.
• Oversees supply ordering and stocking, PPE, and inventory control.

Job description

• Job Type: Officer of Administration


• Bargaining Unit:


• Regular/Temporary: Regular


• End Date if Temporary:


• Hours Per Week: 35


• Standard Work Schedule:


• Building:


• Salary Range: 67,300.00-80,000.00

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 to ensure maximum efficiency, high-quality patient experience, and compliance with appropriate HR and regulatory policies. The Supervisor leads the practice in a manner that delivers an exceptional patient experience that contributes to a positive health outcome 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.


• Implement 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 clinical and office supplies (including PPE) within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.


• Ensure optimal use of the facility throughout all hours of operation by optimizing staffing ratios, patient density and use of clinical space.


• Monitor clinic manager dashboard including, but not limited to: Front Desk, Scheduling, Referrals, In Basket management, etc.


• Monitor all work queues for completion as they apply to practice operations.


• Monitors completion and processing of all front-end Revenue Cycle activities including, but not limited to, physician billing; copay collection, charge champion, monitoring physician note closure, adherence to billing compliance and all Revenue Cycle procedures, etc.


• Monitor all physician billing related dashboard and metrics.


• Oversee the physical environment of all sites, interfacing with other departments including IT, telecommunications, housekeeping, facilities, and associated vendors.


• Oversight of sites' cleanliness and safety according to practice standards. Escalates any issues to Environmental Services, Engineering, Central Sterile, Materials Management, etc. and ensures follow through.


• Creates the daily, weekly, and/or monthly assignment list to ensure adequate clinical coverage and provider support 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.


• Supports Division chief’s outpatient schedule and meeting calendar

Strategy

• Monitors key performance indicators and implements performance improvement initiatives, as needed. Supports Manager and/or Director on implementing operational improvements. Works with Divisional Administrator to utilize electronic medical record dashboards and reports to monitor performance indicators of operational, clinical and revenue cycle workflows to ensure a holistic view of the practice operation.


• 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 through kindness, inclusion, integrity, accountability, and excellence.


• Participates in projects and performance improvement activities.


• Participates in customer satisfaction initiatives, displaying a positive attitude in interactions with staff, patients and family members.


• Monitors patient portal activation rates.


• Participates as a member of the healthcare team and various interdisciplinary committees to improve patient care and meet patient needs.

People

• Assists with recruiting and human resource management activities. Ensure staff productivity benchmarks and quality measures are achieved.


• Evaluates staff performance and competencies, approaches the performance review process constructively and conducts it in accordance with Human Resources and departmental guidelines and procedures. Offers continuing guidance and assistance to employees on work activities, procedures, competencies, development and performance-related issues as appropriate. Ensure leadership is kept aware of performance of each employee on an ongoing basis. Addresses any performance related issues promptly.


• Promotes staff professionalism and performance with coaching, training and feedback. Mentors’ others in individual and team accountability, modeling behavior and demonstrating best practices/techniques.

Compliance

• Keeps current on all organizational, regulatory compliance and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and successfully complete all required training.


• Ensures compliance for a safe and secure work environment at all sites by following all OSHA, EH&S and public safety policies and guidelines.


• Ensure that Medical Center, Department and Service Corp policies and procedures are followed.


• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's Degree or equivalent of education and experience, plus three years of related experience.

Preferred Qualifications

• Excellent organizational skills, time management and the ability to set priorities among multiple competing objectives, tasks and initiatives are required.


• Demonstrated proficiency in project management skills including executing technical and operational project activities with cross-functional teams.


• Demonstrated proficiency and/or understanding of data sets; extract, evaluate, clean, and summarize; conduct qualitative and quantitative data analysis and validation as applicable to areas of responsibility.


• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.


• Demonstrated proficiency in problem assessment, and 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 create and deliver presentations for organizational stakeholders.


• 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 of 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.


• Must successfully complete systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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