• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 78,300-90,300

Position Summary

The Practice Operations Supervisor II is accountable for the supervision and development of their respective physician practice, while ensuring the efficiency and stability of the clinical operations in all areas, inclusive of quality, access and value. Supervises and coordinates overall operational and administrative functions to ensure maximum efficiency, high quality patient experiences, and compliance with appropriate HR and regulatory policies. Collaborates with clinical leadership to ensure the department’s strategic goals are achieved by implementation of initiatives.

This senior 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 service, trust, empathy, safety, inclusion, and communication.

Responsibilities

• Practice Operations:

  • Collaborates 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.
  • Supervise and coordinate all processes and activities with assigned areas/functions, ensuring adherence to organizational guidelines and policies.
  • Develop and implement policies and procedures related to patient scheduling and operational issues in collaboration with medical and administrative staff.
  • 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. Leads procurement workflows including invoice approval, vendor communication, and reconciliation of purchasing logs.
  • Ensure optimal use of the facility throughout all hours of operation by optimizing staffing ratios, patient density, and use of clinical space. 
  • Coordinates directly with IT and Facilities teams during equipment installs and EMR system upgrades.
  • Monitor clinic manager dashboard including, but not limited to: Front Desk, Scheduling, Referrals, In Basket management, etc.  Oversees IR, DEXA, and Radiology-specific scheduling workflows (e.g., RIS/PACS) and collaborates with referring providers on imaging coordination.
  • Monitor all work queues for completion as they apply to practice operations.
  • Oversee 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.
  • Manager the physical environment of all sites, interfacing with other departments including IT, telecommunications, housekeeping, facilities, and associated vendors. Coordinates incident resolution and reporting in collaboration with safety and facilities.
  • 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. Directs coverage planning during absences and proactively adjusts assignments based on volume patterns.
  • Conducts scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team driven coordination of care and services. Trains staff on new documentation workflows and EMR tools.
  • Provides cross-site coverage as needed to support operational continuity.
  • Attends regular meetings with Supervisors and other leads to develop new procedures and approaches for performance and process improvement.

  Strategy:

  • Monitors key performance indicators and implements performance improvement initiatives, as needed. Supports Manager and/or Director on implementing operational improvements.
  • Support the implementation of operational improvements, utilizing electronic record dashboards and reports to monitor key performance indicators. Analyzes portal activation rates, staffing patterns, and front desk efficiency to drive data-informed workflow enhancements at the site level.
  • 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. 
  • Participate in projects and performance improvement activities. Leads targeted performance improvement initiatives and proposes site-specific strategies to enhance throughput and service efficiency.
  • Participates in customer satisfaction initiatives, displaying a positive attitude in interactions with staff, patients, and family members.
  • Monitors patient portal activation rates and develop strategies to meet target goals.
  • 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.
  • Provides guidance and support to staff on work processes, procedures, competency development, and performance improvement. Assesses current operations and business trends to make recommendations that inform long-term planning and practice growth. Provides operational leadership on-site and may act with delegated authority on staffing, coverage, and disciplinary discussions.
  • Promotes staff professionalism and performance with coaching, training and feedback. Mentors others in individual and team accountability, modeling behavior and demonstrating best practices/techniques.
  • Supports communication and coordination between clinical sites, facilitating collaboration with CU referring physicians, the Practice Administrator, and other Radiology locations across the Columbia/NYP/Cornell network.

  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 completes all required trainings.
  • Compliance oversight of Article 28 practices.
  • Participates in monthly tracer activities and assists in maintaining continuous readiness and regulatory compliance.
  • Ensures compliance for a safe and secure work environment at all sites by following all OSHA, EH&S and public safety policies and guidelines. Leads site-level tracking and submission of compliance deliverables (e.g., DOH flu reporting, WHS, ACR certifications, BLS tracking).
  • Ensure that Medical Center, Department and Service Corp policies and procedures are followed. Coordinates incident investigations and root cause documentation in collaboration with department leadership.
  • Monitors ongoing operational compliance within practice workflows and collaborates closely with leadership to address gaps, implement improvements, and ensure readiness for audits or inspections.
  • Other duties as assigned

Minimum Qualifications

• Bachelor's Degree or equivalent of education and experience
• A minimum of 3 years of related experience. 
• Excellent organizational skills, time management and the ability to set priorities among multiple competing objectives, tasks and initiatives is 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 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 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.
• Demonstrates integrity in daily work, promoting trust, accountability, and professionalism within the team.

Preferred Qualifications

• Physician practice experience preferred.
• Experience in regulated healthcare settings, including familiarity with Joint Commission requirements and standards MC

Equal Opportunity Employer / Disability / Veteran

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