Practice Manager

Location

Ithaca, NY | United States

Job description

WHY CHOOSE TO JOIN US?

WE VALUE OUR TEAM!

When you come to work for Cayuga Medical Associates, you join a growing multi specialty physician group practice based in the heart of the Finger Lakes in upstate New York, with more than 22 specialties located in Tompkins, Cortland, and Schuyler Counties. Partnering with Cayuga Medical Center, we strive to provide the best patient care in our region. Our commitment to service excellence sets us apart. Our Cornerstones: Patient-Centered Excellence, Teamwork, Safety, Respect, and Professionalism, guide us as we provide care for our community.

As a part of those Cornerstones, it's very important to us that we create a work environment where people feel welcomed, comfortable, valued for what they bring to the organization, and recognized for their contributions. It goes beyond salary and benefits. We work hard to develop an environment and culture that attracts top-quality talent. That is what sets Cayuga Medical Associates apart.

• We offer a very competitive compensation and benefits package including sign-on bonus es for eligible positions, as well as liberal paid time-off
• Our full-time and our benefited part-time employees receive the same benefits package (paid time-off benefits are prorated for part-timers)
• Health insurance coverage becomes effective within four weeks of your start date.
• PTO is available to use immediately!
• Tuition reimbursement is available for career-related education.

What's the role? The Manager, Physician Practice has overall administrative responsibility for assigned CMA Practice(s). Demonstrates and promotes the organization's philosophy of excellent customer service and high-quality care. Maintains performance improvement activities within the department and participates in PI activities.

The role of the Practice Manager is to monitor and maintain:

1. Profitability
2. Productivity
3. Patient Satisfaction
4. Staff Stability and Satisfaction

What you'll do:

1. Participates as an active, forward-thinking member of the CMA Operations Group, providing leadership and direction in accordance with organizational goals and objectives. Serves as a resource to others.
2. Promotes team building, trust, and respect in every aspect of the organization. Facilitates cooperation between providers, clinical and non-clinical staff as well as across inpatient and outpatient departments when appropriate to ensure seamless care delivery for patients and providers.
3. Works with other key individuals in identifying, developing, implementing, and monitoring initiatives and new program development that will ensure that CMA establishes best practice processes.
4. Assists in the development and implementation of strategic planning and development of short and long-term goals for the practice.
5. Gains the commitment of the team to the organization's mission, values, and goals and to the department's established goals. Translates this work into operational guidelines that achieve patient, family, physician, and staff satisfaction.
6. Reliably attends assigned meetings: CMA manager meetings, committees, etc.
7. Demonstrates the ability to be flexible, organized, and function under stressful situations in a professional manner.
8. Maintains a collegial working relationship with all staff members within the organization.
9. Ensures that all changes to operations are effectively communicated to providers and/or staff prior to implementation and that Director is regularly informed of progress or problems in the practice.
10. Completes other duties as assigned by Directors, providers, and CMA administration.

Physician Engagement/Productivity

1. Partners with the managing provider of the practice on all key issues affecting the practice (i.e. recruitment, budgets, staffing model, clinical processes, quality and PI goals, etc.).
2. Solicits providers' involvement in the practice in decision making when appropriate.
3. Removes barriers to productivity when possible to optimize provider productivity.

Administrative Duties

1. Completes reports and statistics as requested by the Director or Executive Director.
2. Effectively handles office needs regarding equipment, space, moves, signage, cleaning, etc. in a timely and cost-efficient manner.
3. Approves invoices, requisitions, and supplies according to policy.
4. Recommends approval of contract renewals in concert with the Contracting Department. Works with Contracting Department on all initial contract negotiations.
5. Maintains provider credentialing/CME information. Appropriately maintains CME records for each provider.
6. Plans, controls, directs, and coordinates administrative duties to ensure the functioning of the department and staff.

Policies & Procedures

1. Assists in the development and implementation of policies and procedures, including a review on an annual basis. Follows policies and procedures related to medicolegal matters, including confidentiality, amendments of medical records, patients' rights, medical records as legal evidence, informed consent, and release of information. Ensures that all CMA policies and procedures are effectively communicated to and implemented by all staff.

Human Resources

1. Interviews, and recommends hiring or termination of personnel in cooperation with the Human Resources Department.
2. Ensures quality of care through direct supervision and feedback. Maintains a culture of safety.
3. Coaches and develops employees in job-related skills through work assignments, the establishment of deadlines, direct training, and regular feedback. Applies appropriate progressive discipline in cooperation with the Human Resources Department. Effectively manages employee conflict.
4. Ensures that assessments are completed and administered as scheduled annually for each staff member to determine that they maintain their skill level in basic competencies for the assigned position.
5. Establishes a positive work environment through the use of spot awards, etc.
6. Ensures regular monthly staff meetings. Allows staff to facilitate when appropriate and participate in problem-solving.
7. Completes staff evaluations that offer constructive and appropriate feedback in a fair and transparent fashion while meeting organizational deadlines.
8. Ensures payroll data is accurately completed and submitted as required.

Training/Orientation

1. Provides orientation for new staff members. New employees are oriented and evaluated at the end of 90 days. Evaluation is returned to HR.
2. Provides or coordinates in-services as needed.
3. Provides for professional growth and development of patient care staff through identification of needs, sponsoring training programs, encouraging formal and continuing education efforts, and evaluation of same.
4. Ensures that new providers receive a thorough orientation upon employment.

Staff/Scheduling/Office Flow

1. Develops and analyzes systems and provider templates for effectiveness and efficiency of workflow and seeks input from providers/staff. Makes ongoing improvements as necessary.
2. Reviews schedules on a routine basis to resolve workflow and staffing problems in advance and to analyze performance to access benchmarks.
3. Schedules and assigns personnel to optimize efficiency and coordination of department staff. Delegates specific duties and tasks. Monitors vacation schedules for equity and to meet the needs of the practice.
4. For procedural practices, monitor OR and procedure schedules to ensure maximum efficiency and productivity.

Safety - Patient and Staff

1. Directs all safety measures to prevent accidents, harm, or injury in any way to patients, staff, or equipment.
2. Reports all adverse events.
3. Creates and operationalizes action plans to address safety concerns.
4. Promotes a culture of safety.

Performance Improvement/Quality

1. Is practiced in team-based problem solving and continuous process improvement.

Regulatory Compliance

1. Maintains up-to-date knowledge of state regulations affecting the outpatient practice.
2. Completes required audits in an accurate and timely manner.

Information Services

1. Maintains personal competence in all required software applications.
2. Ensures preparation of downtime procedures.
3. Assists in and facilitates hardware or software upgrades as needed.
4. Ensures staff competence, and provides for training/assistance as needed.

Patient Satisfaction/Customer Service

1. Ensures that all staff understands our commitment, and have access to development tools to aid in providing the highest customer service.
2. Assists with the implementation of processes to establish customer service strategies that are supportive of the corporation's patient satisfaction philosophy.
3. Facilitates positive resolution of all patient complaints and inquiries within the required time frame. Takes appropriate action to recover from a service difficulty, ensuring that the necessary action is taken to affect a resolution to the customer's problem.
4. Interacts with all individuals in a consistent manner, providing attention, support, and assistance to foster an environment of exceptional personal service.
5. Meets or exceeds targeted patient satisfaction goals.

Budget/Finance

1. Develops, justifies, and maintains a fiscal plan (budget) for the practice. Monitors patient revenues, expenses, and operating expenses (salaries and capital expense items) and provides appropriate reports to the Administrator/Physician.
2. Participates in cost reduction efforts. Observes the use and handling of supplies to decrease mishandling and breakage, or over/understocking.
3. Maintains practice staffing at or below target. If variance exists, develop a corrective action plan.

Reimbursement

1. Maintains a current awareness of third-party reimbursement regulations and contractual arrangements with HMOs and PPOs, especially as it relates to the type of medical or specialty care provided in the practice.
2. Facilitates charge entry process by encouraging prompt provider dictation and signature and an efficient process for submitting charges to the coder. Collaborates with coder to improve processes and identify/ resolve concerns promptly. Works through Managing Provider and/or Director when individual provider challenges arise with timeliness of documentation.
3. Monitors daily cash collections to ensure proper risk procedures are followed and collection goals are met.
4. Ensures that ABNs, referrals, and prior authorizations are completed as necessary.

Growth

1. Facilitates approved provider recruitment activities.
2. Collaborates with Public Relations to develop a marketing plan for practice or individual providers.
3. Facilitates growth strategies, i.e. satellite clinics, and provider leasing agreements in conjunction with the Director.
4. Participates in outreach, i.e. Health Fairs, provider meet and greets, community events, etc.
5. Coordinates the addition of new services within the practice.
6. Assists in the preparation of proformae and business plans.
7. Orchestrates new provider onboarding activities.

Organizational Requirements

1. Customer Service: Interacts with all individuals in a consistent manner, providing attention, support, and assistance to foster an environment of exceptional personal service.
2. Maintains a pleasant and helpful demeanor, and presents a professional appearance toward all internal and external customers at all times.
3. Consistently initiates interaction to provide assistance to individuals who may not be direct customers of the employee (i.e. asks patients who appear to be lost if they need assistance in finding their way).
4. Conducts all work activities with respect for coworkers, including the maintenance of a pleasant and professional environment, fostering calmness during stressful situations.
5. Interacts with supervisory personnel in a professional, supportive and courteous manner, venting emotions appropriate to time and place.
6. Demonstrates a commitment to service by consistent attendance and punctuality, scheduling absences according to departmental requirements, and incurring unplanned absences only when unavoidable circumstances exist.
7. Meets dress code standards for the department.
8. Completes annual organizational educational requirements.
9. Maintains regulatory requirements.
10. Wears CMA identification while on duty.
11. Attends annual review and department in-services as scheduled.
12. Actively participates in the department's performance improvement (PI) activities.
13. Ensures confidentiality of patient records.
14. Communicates the mission, ethics and goals of the organization.
15. Confidentiality: Maintains confidentiality of information at all times.
16. Consistently maintains confidentiality of all information gained during the course of employment, respecting the privacy of others.
17. Understands and maintains the confidentiality of information communicated directly from the supervisor, including discussions of a counseling nature.
18. Follows policies and procedures related to medico legal matters, including confidentiality, amendments of medical records, patient rights, medical records as legal evidence and informed consent
19. Copies records according to policy, assuring the appropriateness of the individual requesting information from the record prior to copying, faxing, or phoning any portion of the record.
20. Safety: Demonstrates an understanding of fire and electrical safety, infection control, body mechanics, and related areas, as appropriate to position.
21. Attends mandatory in-services on fire safety, electrical safety, infection control, and body mechanics. Successfully completes competency-based training in each area.
22. Follows all employee health procedures, incident reporting, and infection control requirements at all times, as appropriate to the position.
23. Uses proper body mechanics at all times as required by the physical demands of the position.
24. Maintains a safe work environment and performs duties of the position in a manner consistent with ensuring the safety of self and others.
25. Identifies safety needs in areas outside own work environment, recommending corrective action as appropriate.
26. Expense Control: Performs job duties in a manner that maximizes expense control.
27. Uses supplies, equipment, and utilities in an expeditious manner
28. Consistently recommends methods to control costs while maintaining a high degree of customer service.
29. Performs job tasks efficiently and effectively resulting in no unplanned overtime.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties, and skills required for the successful performance of this role.

Our ideal candidate will have:

• Able to communicate effectively in English, both verbally and in writing.
• Additional languages preferred.
• Basic computer knowledge.
• Operates equipment utilized in the practice
• BA preferred or equivalent education and experience.
• Certificated Medical Practice Executive preferred.
• Minimum of three to five years of experience in a health care setting preferred.

Physical requirements:

- Sitting: Up to 50%

- Standing: Up to 30%

- Reaching: Up to 20%

- Bending: Up to 20%

- Lifting: Must be able to lift 40 lb.

Working environment:

• Pleasant conditions; comfortable indoor climate with suitable equipment and tools to carry out the responsibilities of the job.
• Persons in this job may be exposed to communicable disease through patient care and interaction.
  

*Please note, not all of the listed skills are necessary to be qualified or considered for this role.

What does CMA offer?

CMA offers an agile, inclusive, and supportive culture where every employee is respected. CMA is based in beautiful Ithaca, NY where nature abounds and a strong sense of community thrives. Ithaca is home to two esteemed institutes of higher education, Ithaca College and the world-renowned Cornell University. Ithaca offers four dynamic seasons for outdoor enthusiasts, as well as easy access to urban opportunities within a half-day drive (i.e., Rochester, Buffalo, Syracuse, Albany, New York City, Boston, and Philadelphia).

• Benefits begin within 1 month of hire
• Generous PTO package available
• Competitive salaries
• Professional development stipends and malpractice insurance
• Medical, dental, and vision insurance
• Optional life and disability insurance
• 403(b) retirement plan with employer contribution
• Tuition assistance
• Career advancement opportunities
• Cell phone discount
• Major holidays off

Final pay rates are determined by a number of factors including years of experience, licensure, and certification where applicable.

Job tags

Salary

$72.45k - $96k