Practice Manager I

Under the direction of the Director of Operations, manages division-wide administrative services including policy and procedure development, orientation and training of new staff, and inter-departmental communication.

Responsibilities

• Leadership
  • Assists the Director of Operations and keeps other administrators informed of changes or issues.
  • Maintains complete knowledge of all aspects of daily operations in the Outpatient Services sites.
  • Completes performance evaluations for clerical and technical staff within the Outpatient Services division with input from appropriate providers.
• Regulatory Compliance
  • Familiar with all aspects of JCAHO, OSHA, and laboratory services; educates staff and makes recommendations for improvement.
  • Assists Director of Operations with development and implementation of policies and procedures to comply with JCAHO standards.
  • Conducts routine rounds in Outpatient Services sites to review compliance, maintains records of noncompliance, and reports patterns to the Director of Operations or appropriate department.
  • Attends required meetings and conferences to maintain current knowledge base.
  • Actively participates in AOMC committees and attends routine monthly meetings in the absence of the Director of Operations.
  • Inspects medication areas monthly in conjunction with the AOMC Director of Pharmacy, completes necessary documentation, and assists with resolution of any issues.
  • Attends monthly scheduled Outpatient Services and administrative staff meetings; conducts individual office meetings as necessary.
• Administrative
  • Coordinates orientation and training of all non-clinical staff; interviews and hires clerical/technical staff according to HR policies.
  • Assists providers with problems, resolutions, and risk management strategies.
  • Routinely meets with Outpatient Services providers to identify concerns and needs, nurturing professional relationships.
  • Familiar with basic contents of provider contracts and ensures compliance.
  • Provides feedback to providers on production/visit volumes, patient satisfaction scores, and worked hours; acts as a liaison to Outpatient Services Administration Medical Directors.
  • Coordinates, communicates, and problem-solves issues within the department and those affecting other departments.
  • Reviews and approves purchases requested by office staff while minimizing cost and waste.
  • Reviews and approves weekly payroll for an assigned group of staff; ensures compliance with HR policies related to time and attendance.
  • Works with other managers to develop staffing plans, approve requested time off, and deploy float staff.
• Communication
  • Demonstrates effective communication skills with staff, physicians, other department directors, and between AOMC departments.
  • Assigns responsibilities to Outpatient Services coordinators and follows through on projects.
  • Facilitates smooth and timely integration of new providers into Outpatient Services.
  • Acts as a resource for senior administrative members if the Director of Operations is unavailable.
• Quality Improvement (QI)
  • Assists with technical and record-keeping aspects of the quality improvement process for the division and actively participates in the QIA process.
• Staffing
  • Evaluates needs and coordinates staffing plans with coordinators; keeps all parties informed of changes and responds to provider concerns.
  • Follows progressive discipline policy when dealing with staff issues; involves Director of Operations when necessary.
• Patient Satisfaction
  • Initiates contact with patients to assist with complaint resolution; involves Director of Operations, physicians, or other clinical staff as needed.
  • Regularly monitors patient satisfaction scores for individual offices and implements processes to maintain or improve scores.
• Other
  • Demonstrates awareness of self-learning needs and seeks ways to maintain current competency.
  • Attends annual mandatory educational programs as required by the position.
  • Interacts with customers/patients in a friendly and caring way, addressing both psychological and physical needs.

Requirements

• High School Diploma required; Associate’s Degree in management, business, accounting, or similar field preferred.
• One to three years in a healthcare setting required; previous managerial responsibilities also required.
• Exceptional communication skills and demonstrated understanding of medical practice dynamics, finance, and budgeting.
• Three years of progressively responsible experience in these areas is strongly preferred.
• Working knowledge of Office software (e.g., Excel, Microsoft Word, PowerPoint) and Medical Software is required.

Special Demands

• May require hours outside the normal working schedule, including after-hours calls from employees related to staffing.
• Some travel may be required.
• Exposure Category: Category II (tasks that involve no exposure to blood, body fluids, or tissues).

This role covers multiple service lines and practice locations, including:

• Horseheads Medical Office Building - Pain Management (2nd floor) and Neurology (3rd Floor)
• Corning Medical Office Building - Pain and Sleep
• Ira Davenport Memorial Hospital - Pain and Sleep
• AOMC Ivy 1 Suite 106 for Occupational Medicine and Suite 201 for Nephrology
• Corning Medical Office Building - Occupational Medicine