Full Time 40 hours Grade 052 OPD Pediatrics Schedule 8 AM-4:30 PM; EVENINGS AND WEEKENDS POSSIBLE; SCHEDULE MAY VARY BASED ON OPERATIONAL NEEDS Responsibilities Overview The Clinical Practice Manager is a leading member of the Golisano Childrenâ™s Hospital at Strong OPD Pediatrics and specialty clinics, providing coordination and support to multiple projects and programs within the clinical setting. This position represents and serves as spokesperson for the clinical services in communicating instructions and interpreting administrative matters. Responsible for development of efficient systems of care, coordinating interdisciplinary involvement of providers from other divisions/departments, and optimizing efficient and effective communication with collaborating departments/divisions. Coordinates patient entry into all on site Pediatric clinical programs, including coordinating complex provider schedules, participating in team meetings, and maximizing efficiency. Uses application software to make optimal use of space and provider time. Provides technical support and expertise to staff in use of eRecord/ePARC. Serves as division eRecord Deputy, Subject Matter Expert and leads new clinical initiatives related to technological efficiency (i.e. ePARC). Supervises clinical support staff and may train providers, peers, and support staff. Serves as backup for Sr. Administrators. The Clinical Practice Manager is able to work independently and may seek advice from clinical team. Demonstrates ICARE* values in each of the major responsibilities. Major Responsibilities Independently leads the day to day administrative operations of Pediatric Clinical Services. Coordinates and handles providersâ™ schedules and oversees support staff who contribute to the scheduling. Collaborates with Medical Director and Sr. Administrators in optimizing maximal utilization of clinician time and room space by monitoring weekly provider schedules, developing and implementing strategy for filling cancellation slots, and re-organizing clinical schedules when required. Independently handles patient complaints, concerns or issues. Works with Sr. Administrators to analyze billing revenue and identify best practices for clinical billing. Assist billing manager with improving practice operations including scheduling and use of practice management systems including IDX, AllScripts, Televox etc that drive revenue cycle management. Plans, establishes and oversees clinical administrative policies and protocols. Evaluates team performance against established metrics and divisional goals, recommending actions to take in order to improve performance. Assesses systems of care and communication for quality and efficiency.Utilizes Quality Improvement methodology to implement changes in system to optimize quality and efficiency of care. Evaluates clinical performance against established metrics and works with leadership & clinical team to identify performance improvement plans. Assists clinical team in understanding and reaching meaningful use guidelines. Supports team in understanding clinical metrics and monitoring data, providing routine clinical feedback and supporting team in operational changes to address areas of need. Maintains open communication with clinical teams to address process issues necessary for successful completion of this collaborative effort, coordinates patient entry and exit from program, problem-solves barriers to care. Serves and attends the Departmentâ™s Clinical Operations Committee.Participates in process review and development. Shares information with the Department and communicates managementâ™s message to clinical staff. Financial Management In conjunction with lead OAS, reviews monthly statistics such as copay collection and registration rejections. Establish policies and procedures for the flow and security of cash, checks and credit card payments for the daily collection of copayments including segregation of duties. Oversee accurate controls and monitor daily reconciliation and deposits. Assist Sr. Administrators with reconciliation and identifying discrepancies and trends. Reviews and approves all Peds Practice non-salary expenses. Support the preparation of the operating budgets and capital budgets Support the preparation of data needed for business plans to justify incremental resources, faculty and program expansions. Responsible for tracking clinical expenses in comparison to budget Support the preparation and presentation of quarterly reports to Senior Administrators Directs the clinical teamâ™s efforts to optimize efficient use of eRecord/ePARC. Maintains the eRecord master schedule, monitoring individual provider schedules for full utilization, and maximizing room utilization. Assists providers in all aspects of maintaining accurate patient records. Provides training to clinical team on general eRecord/ePARC use, as well as strategies for utilizing system features optimally. Collaborates with eRecord/ePARC technical support group to solve access issues and develop solutions to problems. Develops documentation of training materials for new faculty and staff. Supervises non-exempt clinical support staff. Oversees the front-end and back-end staff including Outpatient Access Specialists, and Secretaries. Makes hiring decision, trains, mentors and supports professional development for all non-medical staff. Initiates related personnel actions. Assigns roles to staff based on clinical requirements, current skill and staff development plan. Ensures adequate support staff coverage to support clinical operations in the areas of registration, phone management, clinic check-in and check-out, insurance referrals Manages support-staff schedules, including work schedule and time-off requests. Evaluates performance and establishes annual plan of work, key responsibilities and goals related to professional development and program requirements. Coordinate all activities encompassing staff on-boarding, training and development. Request appropriate systems access for staff, i.e. Flowcast, eRecord, ePARC and shared Outlook calendars. Approve bi-weekly payroll records for staff Other duties as assigned. Assists the Medical Director, Chief Administrative Officer, and Directors in managing continued operations and resolution of issues to maintain effective patient care and operations. Reviews trends in Press Ganey / Divisional surveys and develops and oversees implementation of strategies to improve patient and referring physician satisfaction. Addresses issues, questions and concerns from patients and families, nursing staff, referring physicians and other providers, outside vendors, etc. Develops content for promotional material including web-site, newsletter and print products. Qualifications College graduation or an equivalent combination of experience and training. Three years of related work experience including at least one year in an administrative capacity. Experience coordinating clinical, research, or academic activities, the ability to work independently, strong written and verbal communication skills and excellent organizational skills with attention to detail required. Skills in use of electronic medical records, medical scheduling systems, Excel, Access, and other electronic communication and data systems is highly desired.
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