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Senior Practice Manager - Primary Care Clinics

Company: Tuality Healthcare
Location: Hillsboro
Posted on: September 24, 2022

Job Description:

POSITION SUMMARY
The Senior Practice Manager of Primary Care Clinics is a key practice leadership position developing outpatient clinical programs and ensuring quality care and continuity for patients and families. Responsible for guiding/overseeing business and clinical operations of multi-disciplinary and complex practices, which includes all human resources functions, compliance and staff development of clinical and business staff and others. Strives to achieve organizational priorities of highest quality of care, growth in patient population, excellence in access and patient experience and appropriate medical management. Plays a key role in strategy development and is often called upon to lead system wide initiatives as required. This position works under the guidance of the Senior Director; partners with Medical Directors, and other outpatient Practice Managers, Clinic Supervisors, and staff. This position requires the ability to work as a collaborative member of the management team, including building a professional partnership within the Medical Group and with partner group leadership teams. Leads in supporting diversity, creativity and an environment characterized by a strong ethic of trust, respect, and cooperation.
KEY RESPONSIBILITIES
Performed majority of the time:
- - - - - - - - - Oversees operations of their assigned multi-disciplinary and complex practice(s). This includes developing business and clinical flows that facilitate patient satisfaction and maximize efficiency.
- - - - - - - - - Plans, organizes, directs and controls implementation and continued observance of regulatory requirements within assigned clinics. Ensures department and staff compliance with CMS regulations, HIPAA, OSHA, CLIA, TJC, TMG, and other regulations. May be called upon to partner with other departments to lead interdisciplinary rounds, ensuring compliance with complex regulatory regimens.
- - - - - - - - - Assures premier customer service to patients, providers, the community and other clients. Serves as a role model for performance and service excellence for staff in all areas. Responsible for maintaining internal quality management activities. -
- - - - - - - - - Actively provides and develops skills-training and scripting for dealing with difficult clients; ensures optimal service recovery; facilitates team building; and promotes proactive, innovative problem solving skills.
- - - - - - - - - Ensures staff compliance with clinical competency, licensure, and scope of practice. Cultivates practice leadership development by utilizing internal and external resources. Ensures that staff attends mandatory competency and training sessions. Sets standards of practice in collaboration with nursing staff and leadership.
- - - - - - - - - Proactively assesses clinical, clerical, and business staffing needs and ensures a smooth process for optimal cross -coverage and cross-training.
- - - - - - - - - Monitors critical time to service indicators including; telephone wait and hold times; time to service appointment availability; and check-in and wait times. Communicates performance indicators and makes staffing and system adjustments as needed.
- - - - - - - - - Develops supply-demand models and oversees schedule and template changes to meet access needs of patients.
- - - - - - - - - Collaborates with inpatient clinical leadership in developing care protocols that facilitate patient safety and optimize clinical outcomes.
- - - - - - - - - Utilizes patient satisfaction results, comments, and reports to analyze patient and family feedback. In a timely manner, develops corrective action plans to resolve problems and monitors results.
- - - - - - - - - Assists in establishing service improvements and service enhancements. Assists in and can be called upon to drive quality improvement initiatives in collaboration with the Medical Director, Medical Group and other management team members.
- - - - - - - - - Establishes work schedules and monitors work performance. Oversees staffing assignments, vacation and leave approvals, and time and attendance system. Ensures that schedules and assignments are made and adjusted based on sick calls, special patient needs, special assignments and training. Supervises workloads, and monitors employee productivity. Reviews, monitors and submits timely corrections to Payroll records. Acts as clinic timekeeper and approves timecards for payment.
Performed occasionally but critical to successful performance of the job:
- - - - - - - - - Prepares annual operating and capital budgets, including forecasting volume and associated revenue. Ensures compliance with Department budgets throughout the year; provides explanations for all variances as required.
- - - - - - - - - Creates annual professional development plans for practice leaders; conducts regular check ins with practice leaders.
- - - - - - - - - Assists in the development of departmental policies and procedures as necessary to facilitate accountability, ensure compliance and maintain consistency.
- - - - - - - - - Evaluates, analyzes, and recommends systems improvements across all business and clinical functions and processes. Maintains clinic equipment and supplies to prevent downtime.
- - - - - - - - - Partners with leadership to assure continuous improvement of at quality and assigned sites. Supports and works with physician leadership to ensure effective health care delivery. Participates in recruitment and orientation of new physicians and advanced practitioners.
- - - - - - - - - Works to integrate the plans for their assigned practice with the overall strategic plan for the organization. Participates in strategic planning initiatives.
- - - - - - - - - Recruits, hires and evaluates clinical staff supporting outpatient clinical operations. Composes and revises job descriptions as needed. Makes hiring, firing and disciplinary decisions (per Human Resource standards).
- - - - - - - - - Completes annual evaluations for staff and proactively follows-up on future plans for action.
- - - - - - - - - Assures new employees are welcome to the Practice and oversees orientation/training of new staff.
- - - - - - - - - Facilitates orientation of providers within department. Develops and ensures implementation of orientation plans for new staff.
Decision making and budget responsibilities:
- - - - - - - - - Decisions influencing the operations of the clinics under the scope.
- - - - - - - - - Budget planning for the clinics under the scope.
Assigned direct reports (not limited to the ones listed):
- - - - - - - - - Practice Manager, Medical Assistant, Receptionist, Clinic Supervisor, Admitting Rep, Health Plan Coordinator, Office RN, PAC RN.
JOB SPECIFICATIONS
JOB SPECIFICATIONS
Education:
Required
- - - - - - - - - Bachelor's degree from accredited institution in Business or Healthcare Management or related field.
- - - - - - - - - A copy of your highest academic diploma or transcript required upon hire.
Preferred
- - - - - - - - - Master's Degree from accredited institution in Business or Healthcare Management.
Experience:
Required
- - - - - - - - - Minimum of five (5) years of progressive operations management experience in Healthcare setting.
- - - - - - - - - Minimum two (2) years managing personnel.
- - - - - - - - - Experience in medical clinic supervision or management and previous experience in a primary or ambulatory healthcare setting.
Preferred
- - - - - - - - - N/A
Licenses, Certifications and/or Registrations:
Required
- - - - - - - - - N/A
Preferred
- - - - - - - - - RN or LPN a plus.
Job Related Skills, Abilities and Behaviors:
Required
- - - - - - - - - Demonstrates solid knowledge of EMR and/or other Information Systems functionality including access to and maintenance of the system controls.
- - - - - - - - - Demonstrates skill in dealing with multi-disciplinary teams and an appreciation of working effectively with competing priorities.
- - - - - - - - - Demonstrates strong leadership and facilitation skills with ability to multitask and set priorities.
- - - - - - - - - Demonstrates strong project management skills.
- - - - - - - - - Must instill and reinforce a strong customer service and business oriented work ethics within their assigned clinics.
- - - - - - - - - Has professional appearance and makes a positive first and ongoing impression.
- - - - - - - - - Demonstrates knowledge of managed care insurance plan requirements, Medical Home programs, medical terminology, and ICD-10 coding methodology.
- - - - - - - - - Demonstrates excellent written and oral communication skills.
- - - - - - - - - Demonstrates effective organization skills.
- - - - - - - - - Ability to work both independently as well as in a team environment and able to make sound independent decisions and works without direct supervision.
- - - - - - - - - Demonstrates personal computer skills including advanced knowledge of Word, Excel and Outlook.
- - - - - - - - - Works collaboratively to avert high risk, problem prone issues.
- - - - - - - - - Problem solves immediate and long-range operating issues with staff.
- - - - - - - - - Keeps abreast of all licensure, regulatory and safety requirements.
- - - - - - - - - Assures collaborative team building and teamwork between clerical, clinical, billing and medical staff.
- - - - - - - - - Demonstrates collaborative problem solving skills and conflict resolution.
- - - - - - - - - Acts as the first line of mediation for conflicts between clinical staff and/or patients and staff.
- - - - - - - - - Functions as a cooperative, flexible team member and a positive role model utilizing good communication techniques.
- - - - - - - - - Uses effective working relationships with all health care and insurance plan representatives.
- - - - - - - - - Consistently utilizes problem solving techniques to resolve complaints or concerns.
Preferred
- - - - - - - - - Bilingual skills a plus.
Additional Posting InformationHillsboro Medical Center believes in providing equal employment opportunities for all qualified individuals. Recruitment, hiring, promotions, transfers, working conditions, training, and compensation will be based on qualifications without regard to race, color, sex, sexual orientation, gender identity, religion, age, creed, national origin, marital status, family relationship, veteran status, genetic information, physical or mental disability, or any other status or characteristic protected by applicable law. We further commit ourselves to continuing the practical application of this policy in our daily business conduct.

Keywords: Tuality Healthcare, Hillsboro , Senior Practice Manager - Primary Care Clinics, Executive , Hillsboro, Oregon

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