*Internal Applicants Only* Practice Manager, Department of Pediatrics – Rowan-Virtua SOM (Washington Township, NJ) Full Time

Rowan Medicine, an affiliate of Virtua Medical Group

Location: Washington Township (with travel required to all four Pediatric offices)

Department: Family Medicine

Reports to: Practice Supervisor

Summary

Comprehensive oversight of all Practice Operations. Works in coordination with the Physician and Practice Supervisors to assure all program requirements are met as outlined in university polices. Assures that physicians are provided with necessary support to deliver high quality patient care. This includes, but is not limited to front desk operations, billing procedures, hiring, training, supervising, evaluating and terminating staff, and resolving complaints. Responsible for faculty schedule changes including time and attendance. Performs varies of administrative services for Pediatrics departments as directed by Practice Administrator. Coordinates office support operations and ensures that practice operations are running efficiently through all four Pediatrics locations. Oversees activities of the Practice Supervisor for the four Pediatric locations.

Staffing

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following:

• Supervises and assists with the overall daily operations of practice locations. Responsible for all practice related activities involving personnel management, patient billing, facility issues, and implementation of department/office policies and procedures, ensure all revenue cycle management workflows to maximize efficiency are completed.
• Responsible for building faculty schedules in EPIC as needed.
• Responsible for tracking all faculty scheduling changes via EPIC and maintaining faculty time and attendance log as needed.
• Maintains time and attendance records for practice managers and staff. Schedules vacations for faculty and medical staff.
• Serves as a back-up to the Pediatrics Administrator for emergent situations and other situations.
• Plans and schedules employee activities and responsibilities to make maximum effective utilization of staff, equipment, resources and materials within budgetary requirements. Oversees Practice Supervisors to perform same activities in their location.
• Makes recommendations and supervises Practice Supervisors regarding the hiring, firing, promoting, and/or disciplining of employees and other personnel changes.
• Prepares medical staffing schedules ensuring adequate staff relative to number of physicians.
• Trains, supervises, and evaluates the performance of the Practice Supervisors, clinical staff and obtains necessary signatures.
• Prepares daily staff assignment so that staff rotate between front and back duties to assure that all skills are maintained, and staff are cross trained.
• Evaluates patient flow and redirects staffing as needed to increase efficiency and to reduce cost.
• Works with Practice Supervisors to resolves any conflicts regarding Practice Faculty Medical Staff.
• Prepares staff payroll biweekly.
• Monitors all office and in conjunction with Practice Supervisors, the performance of the medical staff to assure a customer-friendly, physician-friendly environment.
• Assures completion of daily assignments for all Pediatrics office and holds Practice Supervisors accountable at their respective sites.
• Reviews staff attendance to assure compliance with attendance policy monthly.
• On an as needed basis, performs front office responsibilities as outlined in the front Senior Receptionist/Patient Scheduled job as needed.

Clinical Duties

• Monitors staff to perform all responsibilities in accordance with existing regulations (OSHA, CLIA, etc.) Ensures proper sterilization procedures are available to clinical staff and that all staff comply with proper procedures.
• Ensures medications are stored properly and that access is given only to those authorized.
• Supervises LPN to ensure proper vaccine tracking and NOC recording. Maintains disaster recovery plan for vaccines.
• Ensures clinical office is maintained in a professional and orderly manner whereby appearance in the clinical area is appropriately maintained and ensures staff appearance reflects professionalism.
• Trains staff on procedures and clinical information related to triaging of patient phone calls. Assigns staff to triaging responsibilities based on their level of knowledge.
• Trains staff on procedures and clinical information related to triaging test results and determined abnormal results for physician’s review.
• Works with providers to ensure patient management protocols are available as needed.
• Assures adequate clinical support is available to accommodate patient volume.
• Defines the work of the clinical staff within the assigned area to make maximum effective utilization of employees, equipment and material within budgetary requirements.
• Ensures staff acts as a clinical liaison with local hospitals or agencies to ensure the necessary processes are adhered to.
• Recommends new or revised departmental policies and procedures ensuring patient flow is maximized, provider time is used efficiently, staff time is used efficiently, and patient satisfaction is maximized.

Office Management and Administrative Duties

• Maintains inventory and orders supplies and equipment as needed, in a fiscally responsible manner.
• Orders calibrations of equipment as suggest by the manufacture to ensure equipment is ready for patient use.
• Demonstrates working knowledge of scheduling, billing, and electronic medical records system to assist support staff as needed.
• Request reports from EPIC as needed to monitor staff compliance with polices.
• Oversees front desk audits in conjunction with billing office.
• Request monthly reports from EPIC and takes follow up action with staff as needed.
• Maintains purchase orders (transferring funds to ensure funds are available to cover expenses), submit PO and maintains once complete.
• Coordinates daily Huddle calls with Practice Supervisors to ensure proper staffing for office and other management items as needed.
• Serves as primary contact person for security and answering services.
• Works with Plant Operations and Practice Supervisors to assure all offices are in good repair and pleasant in appearance.
• Maintains all necessary records in accordance with federal, state, university, and departmental regulations. Monitors all necessary policies and records accordingly.
• On a weekly, monthly, and quarterly basic, reviews the physicians EPIC schedules. Resolves any discrepancies with the Medical Director and/or AC II.
• Expedites and coordinates services such as maintenance, service and repairs, supplies and mail.
• Oversees the maintenance of departmental records and ensures that files and record keeping systems meet the needs of the department.
• Coordinates inventories and orders office supplies. As directed, prepares requisitions for equipment and materials.
• Complete and reviews annual performance evaluations with Practice Supervisors and all staff at all locations.
• Responsible for responding to reports sent by the Director of Operations including, Confidential documents filed in error and sensitive chart access.

General Responsibilities

• Always treat others with compassion, dignity, and respect.
• Complete all assigned trainings.
• Supports and adheres to the universities polices.
• Understands and adheres to ROWAN’s compliance standards as they appear in ROWAN’s Corporate Compliance Policy, Code of Conduct and Conflict of interest Policy.
• Keeps abreast of all pertinent federal, state and ROWAN regulation, laws and policies as they presently exist and as they change or are modified.
• Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.

Performs other related duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Education: Bachelor’s Degree in a health-related field preferred.
• Experience: Two (2) years’ supervisory experience in an office setting required. In lieu of bachelor’s degree, an associate degree, plus 10 years health care experience is accepted.
• Must be able to work evenings and Saturdays as needed.
• Will require travel to all pediatric office locations.
• Strong knowledge of medical terminology and procedures.
• Proficiency in using electronic health records (EHR) systems.
• Excellent communication and interpersonal skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Compassionate and patient-focused attitude.

SALARY INFORMATION

In compliance with The State of New Jersey’s Pay Transparency Act, the annual base salary range for this position is $80,000 to $90,000.00, with placement within the range determined by candidate’s qualifications, professional experience, internal equity, and other factors.

BENEFIT INFORMATION

For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).”

For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/

Notes

Only completed, online internal applications submitted on or before the deadline will be considered.

Candidates must be legally authorized to work in the US, and the University will not sponsor an applicant for a work visa for this position.