• Practice Manager position at DFCI Londonderry Cancer Center

    Location US-NH-Londonderry
    Job Posted Date 1 month ago(9/13/2019 12:40 PM)
    Job ID
    2019-15954
    Category
    Hidden (24966)
    Type
    full time
    Grade
    21
  • Overview

    In collaboration with the Physician and Nurse leaders, the Practice Manager is responsible for overall daily operations of the practice that support the delivery of care to oncology patients and their families. This includes managing patient flow and scheduling, assuring reconciliation of appointments and for administrative support staff orientation and performance. The Practice Manager actively participates in the quality improvement projects and collaborates with department leaders to assure compliance with DFCCC policies, procedures, and ensures safe, efficient and effective delivery of quality care. The Practice Manager will display a high degree of initiative and independent judgment.

     

    The Practice Manager will collaborate closely with physicians, peers, and NHOH and DFCI leadership to continuously access and manage a wide range of objectives, including but not limited to: operations, personnel, practice management, billing, facilities, systems, and programmatic development. The practice manager will assist with long range planning and project development.

    Responsibilities

    Administration

    • Oversees regular staff meetings by department, and full staff meetings; takes meeting minutes and follows-up on any action items.
    • Works closely with the Managers in Billing, Operations, Finance, Clinical and NHOH Managers.
    • Schedules and prepares for any state or federal audits.
    • Attends and participates in departmental and interdepartmental meetings and committees.
    • Develops and implements a system to track areas of responsibility, follow-up and determine deadlines for multiple projects.
    • Assumes administrative and operational functions; implements appropriate changes and system improvements.
    • Oversees, prioritizes and delegates department workload.

     

    Financial

    • Works closely with the Operations Director to forecast, develop, monitor, and evaluate annual budgets for the practice; develops and maintains systems which assist in monitoring expenses based on budgets; provides ongoing variance analysis of activities and develops improvement plans as necessary.
    • Manages and controls expenditures within department budget.
    • Work closely with Operations Director and NHOH Finance regarding monthly invoices; reconciles all charges for staff and physicians.

     

    Daily Operations

    • Administration

      • Oversees regular staff meetings by department, and full staff meetings; takes meeting minutes and follows-up on any action items.
      • Works closely with the Managers in Billing, Operations, Finance, Clinical and NHOH Managers.
      • Schedules and prepares for any state or federal audits.
      • Attends and participates in departmental and interdepartmental meetings and committees.
      • Develops and implements a system to track areas of responsibility, follow-up and determine deadlines for multiple projects.
      • Assumes administrative and operational functions; implements appropriate changes and system improvements.
      • Oversees, prioritizes and delegates department workload.

       

      Financial

      • Works closely with the Operations Director to forecast, develop, monitor, and evaluate annual budgets for the practice; develops and maintains systems which assist in monitoring expenses based on budgets; provides ongoing variance analysis of activities and develops improvement plans as necessary.
      • Manages and controls expenditures within department budget.
      • Work closely with Operations Director and NHOH Finance regarding monthly invoices; reconciles all charges for staff and physicians.

       

      Daily Operations

      • Oversees the daily operations of the practice.
      • Responsible for the development and monitoring of all administrative workflows; establishes ongoing methods for staff education in the areas of check-in and –out functions; ensures the maintenance of accurate patient information and compliance to scheduling and billing requirements.
      • Ability to manage the day to day operations, assist to establish and maintain policies and procedures, monitoring statistics, managing patient flow and front desk operations.
      • Identifies, researches, evaluates, and resolves complex administrative and operational issues.
      • Assists physicians in any/ non-clinical functions as requested, which may include and not limited to: coordinating meetings, responding to internal and external inquiries, and setting up lectures and presentations, etc.
      • Serves as the liaison to NHOH on joint matters and shared programs and assists in developing collaborative relationships.  
      • Partners with physician, nurse and administrative leaders to formulate standards/processes that effectively and efficiently allocate resources and well facilitated coordination of patient flow through the exam and infusion areas.
      • Ensures the maintenance of accurate patient information and compliance to scheduling and billing requirements.
      • Ensures quality and safety standards are maintained on a daily basis, in collaboration with the Nurse and Physician leader.
      • Monitors scheduling reports, identifies gaps and resolves issues with patient scheduling; recommends improvement to scheduling templates, as necessary.
      • Ensures day-to-day patient scheduling is done accurately and optimizes provider's clinic and infusion schedules in collaboration with the Operations Director, Nurse Director and Clinical Nurse Coordinator.

       

      Human Resources

      • Maintains employee personnel files and records.
      • Ensure time is processed correctly in the payroll system – vacation/sick time
      • Collaborates with NHOH HR on policies & procedures, leave administration, employee relations, corrective action process and recruiting.
      • Coordinates space and infrastructure issues and ensures effective coordination of training programs.
      • Designs, implements and assists in the orientation of new staff and on-going training of office staff in various computer software applications, as well as office policies and procedures.
      • Knowledge of NHOH and DFCI policies and procedures.
      • Coordinates and distributes HR related paperwork and information to staff and providers in the office including but not limited to the flu program, Annual Education Update and policy changes.
      • Cross trains and supervises staff and ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner.
      • Provides leadership and fosters an environment that supports the professional growth of staff.

       

      KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

      • Skill in planning, analyzing, and coordinating activities and establishing priorities.
      • Ability to provide support, direction and development to staff.
      • Ability   to   identify   issues/projects   and   initiate plans   to   address   forthrightness   and integrity.
      • Willingness to mentor staff to resolve issues, respecting confidentiality and being discrete with any/all information given. Should lead by example.
      • Must possess excellent computer skills, knowledge of Microsoft Office, EPIC, Time Track and Expense Watch preferred.
      • Working knowledge of medical terminology.
      • Must possess knowledge in all aspects of safety and have the ability to ensure a safe environment for staff and patients.
      • Should possess a thorough knowledge of OSHA, HIPAA and all federal and state regulations regarding employment, affirmative action, drugs medical waste disposal and safety.
      • Flexibility to handle multiple tasks and deadline pressures.
      • Skills to work efficiently and effectively in all aspects of the positions.
      • Ability to manage the day to day operations.
      • Demonstrated leadership ability, critical thinking ability, problem solving skills and ability to make independent decisions.
      • Is flexible and able to set and change priorities and accepts additional responsibilities as needed. Responds positively to new approaches and changes in the work environment.
      • Demonstrated ability to establish rapport with patients and families from a variety of cultural, ethnic and religious backgrounds.

       

      SUPERVISORY RESPONSIBILITIES:

      Provides direct supervision to administrative staff

      matters and shared programs and assists in developing collaborative relationships.  
    • Partners with physician, nurse and administrative leaders to formulate standards/processes that effectively and efficiently allocate resources and well facilitated coordination of patient flow through the exam and infusion areas.
    • Ensures the maintenance of accurate patient information and compliance to scheduling and billing requirements.
    • Ensures quality and safety standards are maintained on a daily basis, in collaboration with the Nurse and Physician leader.
    • Monitors scheduling reports, identifies gaps and resolves issues with patient scheduling; recommends improvement to scheduling templates, as necessary.
    • Ensures day-to-day patient scheduling is done accurately and optimizes provider's clinic and infusion schedules in collaboration with the Operations Director, Nurse Director and Clinical Nurse Coordinator.

     

    Human Resources

    • Maintains employee personnel files and records.
    • Ensure time is processed correctly in the payroll system – vacation/sick time
    • Collaborates with NHOH HR on policies & procedures, leave administration, employee relations, corrective action process and recruiting.
    • Coordinates space and infrastructure issues and ensures effective coordination of training programs.
    • Designs, implements and assists in the orientation of new staff and on-going training of office staff in various computer software applications, as well as office policies and procedures.
    • Knowledge of NHOH and DFCI policies and procedures.
    • Coordinates and distributes HR related paperwork and information to staff and providers in the office including but not limited to the flu program, Annual Education Update and policy changes.
    • Cross trains and supervises staff and ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner.
    • Provides leadership and fosters an environment that supports the professional growth of staff.

     

    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

    • Skill in planning, analyzing, and coordinating activities and establishing priorities.
    • Ability to provide support, direction and development to staff.
    • Ability   to   identify   issues/projects   and   initiate plans   to   address   forthrightness   and integrity.
    • Willingness to mentor staff to resolve issues, respecting confidentiality and being discrete with any/all information given. Should lead by example.
    • Must possess excellent computer skills, knowledge of Microsoft Office, Onco EMR, Pulse Pro, Time Track and Expense Watch preferred.
    • Working knowledge of medical terminology.
    • Must possess knowledge in all aspects of safety and have the ability to ensure a safe environment for staff and patients.
    • Should possess a thorough knowledge of OSHA, HIPAA and all federal and state regulations regarding employment, affirmative action, drugs medical waste disposal and safety.
    • Flexibility to handle multiple tasks and deadline pressures.
    • Skills to work efficiently and effectively in all aspects of the positions.
    • Ability to manage the day to day operations.
    • Demonstrated leadership ability, critical thinking ability, problem solving skills and ability to make independent decisions.
    • Is flexible and able to set and change priorities and accepts additional responsibilities as needed. Responds positively to new approaches and changes in the work environment.
    • Demonstrated ability to establish rapport with patients and families from a variety of cultural, ethnic and religious backgrounds.

     

    SUPERVISORY RESPONSIBILITIES:

    Provides direct supervision to administrative staff

    Qualifications

    Bachelor's degree in health care administration, business, or related field is required.. Three to five years of progressively responsible ambulatory care management (or similar clinical care) experience is strongly preferred.

     

    Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

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