Physician Practice Operations Manager jobs in Pittsburgh, PA

Job Summary

The Manager, Practice will be responsible for daily management oversight of all areas within a specific EHMG clinic location. Responsibilities include assuring compliance with EHMG policy surrounding staffing, ordering of supplies, and registration activities.

Essential Job Functions

• Support the execution of company strategy across business segments to optimize experience and results.
• Establish and maintain a safe working environment; assure staff comply with safety, environmental, and infection control guidelines.
• Assure proper use of safety equipment and devices; hold individuals accountable if non-compliant.
• Assure completion of staff competencies including mandatory education and programs relative to job specific criteria.
• Promptly investigate and resolve Significant Occurrence Reports and incident reports as necessary.
• Align strategic compass with department goals; write compelling SMART goals in support of the organization's mission, vision, and values. Help employees understand importance of aligning goals with Excela Health mission.
• Equitably and consistently apply and practice policies and procedures for all staff.
• Practice and encourage staff readiness in compliance with agency regulations and guidelines.
• Improve HCAP scores according to fiscal year targets; demonstrate year after year improvement in service to internal and external customers.
• Respond to client service recovery issues within required time frame and to the satisfaction of the customer.
• Hold regular department meetings, assuring off shifts and satellite offices receive timely and accurate information.
• Maintain a daily meeting board for purpose of displaying problem solving activity.
• Build and strengthen relations through the fostering of two-way communication; diffuse sources of conflict.
• Provide opportunities for staff to actively provide input into decision making process; seek input before decision is made.
• Encourage commitment of quality work throughout areas of responsibility.
• Understand and effectively deploy the LEAN tools to streamline work processes, eliminating waste and redundancy while improving productivity.
• Act on most urgent tasks; prioritize and delegate workable systems.
• Use critical thinking skills to proactively resolve key issues that are possible de-railers to productivity and engagement.
• Lead at least one process improvement initiative for department per year; participate in at least one LEAN project per year outside of department.
• Clearly articulate what is expected of individuals and provide them with the materials and equipment to do their work.
• Adhere to Premier benchmarks for own department.
• Utilize employee engagement survey results in carrying out impact plans; demonstrate employee engagement by employee satisfaction results from survey to survey.
• Establish performance measures to equitably evaluate staff using objective and job-based criteria; coach towards compliance and address variances.
• Provide regular feedback, praise, and recognition; reward accomplishments and results appropriately.
• Hold staff accountable for consistently modeling the behavioral standards.
• Identify, evaluate, and select internal and external talent, assuring an acceptable fit with Excela Health’s desired culture; effectively match right person to right job.
• Provide opportunities for the education, training, and development of staff to help them reach their highest potential.
• Offer stretch assignments; create actionable development plans; encourage learning from setbacks and for future development.
• Actively support and participate in succession planning initiatives; identify high potentials and prepare them for possible future leadership opportunities within Excela Health.
• Take responsibility for own professional growth and development; attend required EHA leadership programs; network with colleagues to seek out best practices.
• Introductory, transfer and periodic appraisals are required to be completed timely adhering to performance management guidelines. All Performance Management must be completed in a designated electronic format.
• Consider financial impact of decisions; use financial concepts for decision making; monitor financial performance.
• Develop and manage department budget at or below budget expectations and consistent with adjusted volume variations.
• Identify and implement revenue enhancement opportunities.
• Seek opportunities to reduce operating costs while balancing quality resources.
• Submit timely variance reports that display knowledge of expenses and demonstrate continual plans to reduce variances; operate each year more effectively than one before.
• Stretch capital resources by extending life of existing assets.
• Coordinate the selection of vendors through established internal procurement procedures in an effort to drive down supplier costs while maintaining quality standards.

Specialty Job Functions

• Complete staff work schedules, approval of PTO requests, call offs, and payroll processing submissions.
• Ensure compliance with office/clinical policy procedures such as timely patient test authorizations, open ticket completion and tracking, co-pay collection levels, and registration denial levels.
• Maintains continuous readiness in preparation for inspections.
• Insures all licensing is current.
• Submit medical and office supply ordering in compliance with EHMG policy and budgetary guidelines.
• Responsible for initiating daily meetings and upkeep of CI boards.
• Assist in budget development for the location.
• Responsible for updating the daily manager’s reports.
• Coordinate and maintain billing and coding updates for the office.
• Maintain office appearance, order maintenance as needed, and ensure the office is a safe environment for the patients and employees.
• Collects, analyzes, and uses data to identify initiatives to improve patient outcomes and/or improve office efficiencies.
• Supports performance improvement initiatives that have been identified and implemented.
• Delegates responsibilities effectively to insure all levels of office functions are given adequate resources
• Other duties as assigned.

Required Qualifications

• High School Diploma or GED.
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment, and knowledge of legal aspects and liability of nursing practice.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.
• Proficient in Microsoft Office applications, including Outlook and Excel.

Preferred Qualifications

• Completion of post-secondary course work in related field.
• Two (2) years supervisory/management experience in an office setting.
• Experience in Healthcare setting.

License, Certification & Clearances

• Current Basic Life Support (BLS) approved curriculum of the American Heart Association (CPR and AED) program.
• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance

Supervisory Responsibilities

• This position has direct supervisory responsibilities and serves as a coach and mentor for other positions in the department.
• Management responsibilities include hiring, coaching, skills development, recognition and rewards, staff productivity and performance management.

Position Type/Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
• Travel may be expected locally between Excela Health locations.

LEAN

• Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Excela’s missions, vision and values.

AAP/EEO

• Excela Health is an Equal Opportunity Employer. It is the policy of Excela Health to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job related disability, veteran status, or genetic information, or any other protected class. Excela Health will conform to the spirit as well as the letter of all applicable laws and regulations.
• Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)