Practice Operations Supervisor I
Job Type: Officer of Administration
Regular/Temporary: Regular
Hours Per Week: 40
Standard Work Schedule: Core business hours Monday-Friday, schedules vary
Building: 1111 Westchester Avenue, White Plains, NY 10604
Salary Range: $75,000 -$85,000
The salary of the finalist selected for this role will be set based on a
variety of factors, including but not limited to departmental budgets,
qualifications, experience, education, licenses, specialty, and training. The
above hiring range represents the University's good faith and reasonable
estimate of the range of possible compensation at the time of posting.
Position Summary
The Practice Operations Supervisor I supervises and coordinates overall
operational and administrative functions of assigned FPO ambulatory clinical
practice(s) to ensure maximum efficiency and high-quality patient
experiences. The 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 kindness, inclusion, integrity,
accountability, and excellence.
Responsibilities
Practice Operations
Works collaboratively 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.
Monitors policies and procedures related to patient scheduling and
operational issues in the office practice and exam area in collaboration
with the medical and administrative staff of the practice.
Oversee ordering and stocking of all office supplies within the office
practice suite. Monitor supply use and maintain and adjust par levels as
needed.
Ensure optimal use of the practice space throughout all hours of operation
by optimizing staffing ratios and patient density.
Monitor clinic manager dashboard including, but not limited to: Front
Desk, Scheduling, Referrals, In Basket management, etc.
Monitors all work queues for completion as they apply to practice
operations.
Collaborates with FPO Ambulatory Facilities Operations to ensure the
site's cleanliness and safety according to practice standards. Escalates
any issues as needed and ensures follow-through.
Creates the daily, weekly, and/or monthly assignment list to ensure
adequate coverage 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.
Monitors patient satisfaction, responds to issues and complaints in a
timely manner, and escalates issues as appropriate.
Strategy
Monitors key performance indicators and supports performance improvement
initiatives, as needed.
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.
Participates in projects and performance improvement activities.
Participates in patient satisfaction initiatives, displaying a positive
attitude in interactions with staff, patients, and family members.
Participates as a member of the healthcare team and various
interdisciplinary committees to improve patient care and meet patient
needs.
People
Drives recruiting and human resource management activities for assigned
location(s). Ensures staff productivity benchmarks and quality measures
are achieved.Completes staff performance evaluations and competencies.
Offers continuing guidance, coaching, and assistance to employees on work
activities, procedures, competency development, and performance-related
issues as appropriate. Escalates any performance-related issues as
appropriate.
Promotes staff professionalism and performance with coaching, training and
feedback. Mentors others in individual and team accountability, modeling
behavior and demonstrating best practices/techniques.
Other
Ensures compliance with all regulatory agencies, departmental, Service
Corp, 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 ensures that all staff have successfully completed
all required trainings.
Perform other related duties and responsibilities as assigned/requested.
This list of duties and responsibilities is not intended to be all-inclusive
and may be expanded to include other duties or responsibilities as necessary.
Minimum Qualifications
Bachelor's Degree or equivalent of education and experience.
A minimum of 3 years of related experience.
An equivalent combination of education and experience may be considered.
Excellent organizational skills, time management, and the ability to set
priorities among multiple competing objectives, tasks, and initiatives is
required.
Demonstrated proficiency and/or understanding of project management,
including 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 accurately and in a 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 deliver presentations to various audiences.
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 in 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
Physician practice experience preferred.
Demonstrated proficiency and/or understanding of qualitative and
quantitative data analysis.
Competencies
Patient Facing Competencies
Minimum Proficiency Level
Accountability & Self-Management
Level 3 - Intermediate
Adaptability to Change & Learning Agility
Level 2 - Basic
Communication
Level 2 - Basic
Customer Service & Patient-Centered
Level 3 - Intermediate
Emotional Intelligence
Level 2 - Basic
Problem Solving & Decision Making
Level 3 - Intermediate
Productivity & Time Management
Level 3 - Intermediate
Teamwork & Collaboration
Level 2 - Basic
Quality, Patient & Workplace Safety
Level 3 - Intermediate
Leadership Competencies
Minimum Proficiency Level
Business Acumen & Vision Driver
Level 1 - Introductory
Performance Management
Level 2 - Basic
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
