Practice Supervisor

Job DescriptionUnder the general supervision of the Breast Service Line Director, the Practice Supervisor will work independently and have primary responsibility for the supervision of administrative/clerical staff in the Breast Medical Oncology Department and Administrative Float Department within the Breast Care Center. The Practice Supervisor will be responsible for supervising the operational, human resource, administrative and business functions of the back office staff in the Breast Medical Oncology Practice. The Practice Supervisor will also be responsible for ensuring all new Practice Coordinators under their supervision who are hired into these positions complete all required competencies and training within specified time frames. The Practice Supervisor must have the ability to perform and prioritize multiple tasks and work well with staff, patients and providers. A high degree of independence, initiative, assertiveness, and diplomacy are necessary in dealing with faculty, staff and patients in a complex environment.Responsibilities% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)35Yes Supervises and may also schedule staff in the coordination of daily operations and activities of clinic operations. Proposes changes or new procedures to improve operational efficiencies. Oversees activities such as medical reception, patient registration, insurance authorization, scheduling, data entry and responding to patient concerns. Ensures work is completed in a timely manner and in compliance with internal standards and external regulations. 5Yes Assures compliance with a broad range of external regulatory requirements. Interprets implications of requirements for practice setting and provides staff with updated information and changes to procedures. Ensures ongoing regulatory rounding is completed, participates in rounding and ensures resolution to identified deficiencies. 10Yes Evaluates subordinate staff and participates or decides on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters. May make recommendations to change job descriptions, classifications or propose reorganization of a unit. 05Yes Assures thorough orientation and training of all staff. Provides orientation and training to professional staff. Updates and maintains thorough, accurate and current training materials and programs. Monitors staff and coaches as needed to assure work is performed in adherence to patient service standards, internal policies, external regulations and quality / quantity expectations. 010Yes Develops and implements policies and procedures for patient reception, scheduling, medical record filing and traffic flow in order to ensure consistently prompt, effective service to patients and visitors. Implements systems to be consistent with policy and external requirements. Participates on quality improvement teams developing new plans and programs to increase the efficiency of operations and improve integration of diverse clinic / center functions. 05Yes Resolves escalated issues and serves as a resource in areas under supervision. Participates in developing quality improvement programs and ensures effective implementation and monitoring. Evaluates and ensures resolution to incident reports across a broad range of issues, such as privacy, safety or customer service. 05Yes Ensures appropriate training, certification and access for staff use of all applicable IT systems and applications. Coordinates IT assistance to resolve issues. Keeps abreast of security protocols and new regulations; disseminates to staff and providers. Participates in medical center and IT workgroups regarding, but not limited to, implementation of IT solutions to improve practice operations. 05Yes Performs or supervises revenue management functions, such as auditing for quality and compliance, educating providers in coding requirements and recommending system improvements. Works with billing and registration staff to improve services and trains on new policies and procedures. 5Yes Ensures facilities are well-maintained and coordinates with Facilities and / or Environmental, Health and Safety as needed. May oversees facility renovation projects for assigned clinic / center areas. Conducts facilities rounding. 05Yes Monitors and ensures that fiscal and material resources are managed according to budgetary parameters across assigned clinic(s) or center(s). Actively participates in budgeting and drafts proposals for capital projects. 05Yes Functions as a resource and role model for staff in handling patient issues and concerns. Coaches and empowers staff to respond to patient issues according to established customer service guidelines and standards. Evaluates patterns in regards to customer service and develops , proposes and implements policies and procedures for improvement. 03Produces data to track provider productivity, compliance with regulatory requirements. Assists providers in managing patient schedules and interacts with providers on day-to-day operational issues affecting practice. 02Works closely with Physician Practice Leaders and other staff on recruiting qualified staff. QualificationsEducation and ExperienceReq / Pref Bachelor’s degree in related area and / or equivalent combination of experience / training. Req3-5 years overall experience in related field with 1-2 years of supervisory responsibilities ReqKnowledge, Skills And AbilitiesReq / PrefDemonstrated supervisory and organizational skills to effectively supervise staff and to manage the complex workflow and multiple priorities involved with clinic / center administration ReqStrong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirement and best practices PrefStrong knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to participate in decision-making on human resources matters PrefStrong analytical and critical thinking skills, with the ability to quickly analyze problems, determine appropriate level of intervention, and develop and apply effective solutions Req Strong interpersonal skills for effective collaborations with all levels of management and staff, consultants, and outside agencies ReqStrong written and verbal communications skills, with the ability to train and mentor subordinates, to convey complex administrative, clinical, and technical information in a clear and concise manner, and to prepare and present a variety of reports, documentation, analyses, and project proposals ReqStrong knowledge of business software and specialized applications and data management systems used in clinic / center operations Pref