Practice Operations Coordinator

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Standard Work Schedule: 9AM-5PM, M-F
• Salary Range: 65,300 -70,000

Position Summary

The Practice Operations Coordinator is accountable for ensuring the efficiency and stability of their assigned clinical operation, inclusive of quality, access and value. Coordinates overall operational and administrative functions to ensure maximum efficiency, high quality patient experiences, and compliance with appropriate regulatory policies. Contributes to the practice in a manner that delivers an exceptional patient experience that contributes to a positive health outcome for patients and a positive work culture.

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.
• Oversees and documents the implementation of compliance with policies, procedures, programs, protocols, and systems to provide an efficient and accurate patient encounter which improves the medical offices effectiveness and the quality of patient outcomes. Ensures compliance with all regulatory agencies, departmental and organization policies and procedures for all staff.
• Ensures compliance with policies and procedures related to patient scheduling and operational issues in the office practice and exam area.
• Orders and ensures stocking of clinical and office supplies (including PPE) within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.
• Monitors completion and processing of all front-end Revenue Cycle activities including, but not limited to, physician billing; copay collection, charge champion, monitoring physician note closure, adherence to billing compliance and all Revenue Cycle procedures, etc.
• Monitor clinic manager dashboard including, but not limited to: Front Desk, Scheduling, Referrals, In Basket management, etc. Monitor all work queues for completion as they apply to practice operations.
• Fills in for administrative staff as needed.
• Maintain database of patient activity and resource utilization, and budget variances; and identify trends and patterns for analysis and actions.
• Assists Supervisor and/or Manager with scheduled meetings/huddles with staff to ensure consistent transfer of information, smooth patient flow, and team driven coordination of care and services.
• Assists Supervisor and/or Manager in developing staff schedules and preparing/reconciling timecards for review

Strategy

• Monitors key performance indicators and implements performance improvement initiatives, as needed. Supports implementing operational improvements. Works with Practice Supervisor and/or Manager to utilizes electronic medical record dashboards and reports to monitor keep performance indicators of operational, clinical and revenue cycle workflows to ensure a holistic view of the practice operation. Assists in developing practice optimization and improvement strategies and utilizes a data driven methodology to monitor progress.
• Participates in projects and performance improvement activities.
• Participates in customer satisfaction initiatives, displaying a positive attitude in interactions with staff, patients and family members.
• Monitors patient portal activation rates. Monitors staff performance using Dashboards, In Basket management and work queue completions. Develops strategies to improve completions.
• Participates as a member of the healthcare team and various interdisciplinary committees to improve patient care and meet patient needs.

Compliance

• Maintain patient privacy and confidentiality according to HIPAA requirements at all times.
• Keep current on all organizational and practice policies (e.g. infection control, HIPAA), goals, initiatives, and required trainings
• Ensure that Medical Center and Department policies and procedures are followed.
• Successfully complete all required university, hospital and department trainings.
• Other duties as assigned within professional scope of practice/training/education.

Minimum Qualifications

• Bachelors Degree or equivalent of education and experience
• Strong organizational skills, time management and the ability to set priorities among multiple competing objectives, tasks and initiatives is required.
• Demonstrated proficiency in project management skills including executing technical and operational project activities with cross-functional teams.
• Demonstrate proficiency and/or understanding of data sets; extract, evaluate, clean, and summarize; conduct qualitative and quantitative data analysis and validation as applicable to areas of responsibility.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.
• Demonstrated proficiency in problem assessment, and 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 create and deliver presentations for organizational stakeholders.
• 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 of Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.
• Must be highly motivated, dependable, and detail-oriented individual who can be creative and take initiative as needed.
• Must successfully complete systems training requirements.

Preferred Qualifications

• Physician practice experience preferred.
• 2 years related experience preferred.

Other Requirements

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 2 - Basic

Leadership Competencies

Minimum Proficiency Level

Business Acumen & Vision Driver

N/A

Performance Management

Level 1 - Introductory

Innovation & Organizational Development

N/A

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.