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Practice Operations Supervisor - Hematology & Oncology

Medicine

Practice Operations Supervisor - Hematology & Oncology

  • 519294
  • Medical Center
  • Medicine
  • Full Time
  • Opening on: Mar 11 2022
  • Grade 104
  • Job Type: Officer of Administration
  • Bargaining Unit: n/a
  • Regular/Temporary: Regular
  • End Date if Temporary: n/a
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience

Position Summary

The Practice Supervisor leads the practice in a manner that delivers an exceptional patient experience that contributes to a positive health outcomes for patients and a work culture of kindness, inclusion, integrity, accountability, and excellence.


Responsibilities

Practice Operations
  • Directly supervises assigned staff for 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.
  • Monitors workflows, implements approved corrective measures and adjusts as needed. Ensures that staff is engaged and trained to execute remedy as appropriate.
  • 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.
  • 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.
  • May rotate to other sites/practices as needed.
  • 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.
Strategy
  • Monitors key performance indicators and implements approved performance improvement initiatives, as needed. Utilizes electronic medical record dashboards and reports to monitor and evaluate performance. Assists Manager with corrective actions.
  • Supports and mentors staff consistent with the department's strategic plan, in order to maintain an efficient patient-centered environment.
  • Participate 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. Monitors staff performance using Dashboards, In Basket management and work queue completions. Develops strategies to improve completions.
  • 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. Ensures staff productivity benchmarks and quality measures are achieved.
  • Evaluates staff performance and competencies, approaching 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, competency development and performance-related issues as appropriate. Ensures 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
  • Documents the implementation and compliance with institutional policies, procedures, programs, protocols, and systems to provide an efficient and accurate patient encounter which improves the medical office’s effectiveness and the quality of patient outcomes. Ensures compliance with all regulatory agencies, departmental 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 successfully complete all required trainings.
  • Ensures compliance for a safe and secure work environment at all sites by following all OSHA, EH&S and public safety policies and guidelines.
  • Maintain patient privacy and confidentiality according to HIPAA requirements at all times.

Minimum Qualifications

  • Bachelor’s degree or equivalent in training and experience, plus three years of related experience
  • Strong organizational skills, time management and the ability to set priorities among multiple competing objectives, tasks and initiatives
  • Basic project management skills including planning and 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 in an accurate and timely
  • Good 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
  • Ability to interact positively, constructively and effectively with professional staff, providers and organizational stakeholders
  • Must be able to deliver high level communication presentations for management
  • 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
  • Must demonstrate leadership and relationship management skills, and manage conflicts with tact, sensitivity, and respect
  • 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
  • Strong 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

Preferred Qualifications

  • Knowledge of billing and scheduling systems
  • Prior EMR experience

Other Requirements

  • Successful completion of applicable compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

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

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