Director, Practice Management

City Of Hope South Pasadena , CA 91030

Posted 2 months ago

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

Responsible for strategic planning, management, development and operational performance of multi-disciplinary outpatient satellite practices. Provides leadership to site(s) with the aim of delivering quality patient care in a safe, cost effective, patient focused environment. Collaborates with physicians, other health care disciplines and managed care organizations to assure optimal patient care. Manages, directs and coordinates all administrative operations and staff.

Essential Functions:

Personnel:

Manages all personnel-related activities of the staff assigned to the practice site(s). Recruits, interview, hires, trains, evaluates and disciplines employees.

Provides leadership and mentors supervisors and managers in his/her vertical.

Accountable for maintaining schedules and coordinating staffing for the practice. Recommends changes and improvements needed to promote efficiency.

Grants/denies personal leave time for staff according to coverage and practice policy

Makes recommendations for highest and best use of personnel, based on licensure, certification and/or skill set.

Conducts regular staff meetings. Documents all meetings accurately and in an organized fashion

Oversees cross-training and education of staff.

Oversees the daily operations for accountable areas and coordinates related activities. Promotes cooperation of the staff to achieve department objectives and maintain good department relations.

  • Assigns work to staff

  • Provides direction

  • Ensures quality of work being performed

  • Ensures that department is run efficiently and in an organized fashion

  • Effectively monitors departmental productivity and workflow

  • Responds promptly to changes in workload or staffing assignments as necessary to achieve optimal productivity and efficiency considering staff skills and experience.

  • Considers the needs of the department when making important decisions

Assigns personnel duties in their assigned areas and makes adjustments for special request or unusual circumstances.

  • Communicates effectively, follows chain of command when any questions arise and when any conflicts occur

  • Communicates observations or concerns in a timely manner

  • Establishes positive communication and effective working relationships. Uses appropriate lines of authority

  • Interactions with others are effective; information is exchanged readily in a format that is clear and concise.

Patient Care:

Assesses and evaluates patient flow in clinical practice sites - recommends and implements changes for quality service and care in collaboration with physician and nursing leadership.

Collaborates with physicians and managers to plan and execute process changes that improve patient care services and patient management.

Investigates patient complaints, complaints from families/caregivers, nursing staff, medical staff, clerical staff, and administration and takes appropriate action; follows-up to ensure that complaints have been satisfactorily handled

  • Responds to all task or performance-related questions patiently and thoroughly, providing context as well as direction

  • Communicates clearly and tactfully with patients, their families and/or significant others

  • Practices positive patient relations and demonstrates awareness and sensitivity to patient/family rights

  • Effectively problem solves in a positive manner

Participates in continuing education programs specific to customer services in relation to patient care

Operations:

  • Reviews physician schedules periodically to maximize physician efficiency and productivity; coordinates changes with clinical staff and department managers

  • Coordinates the availability of operating room block time with community hospital(s) for surgical staff as needed.

  • Ensures the practice adheres to all applicable OSHA/CLIA/COLA standards

  • Directs the ordering of all supplies - develops effective inventory control systems

  • Makes recommendations for purchase of capital equipment

  • Ensures the practice complies with all applicable laws, regulations, policies and procedures according to state and federal law.

  • Maintains current federal, state, county and local license, survey, inspections and certifications as required by regulatory bodies for all satellite locations. These include business licenses, fire safety inspections, OSHA equipment inspections and laboratory surveys.

  • Directs surveys required and scheduled by city, county, state and federal inspectors, including COLA inspections

  • Cooperates with other personnel to achieve departmental goals, objective and maintains good employee relations

  • Demonstrates attitude of cooperation and professionalism

  • Maintains harmonious relationship with co-workers, physicians, and visiting consultants

  • Provides support, assistance and leadership to co-workers' to ensure quality patient care

  • Seeks appropriate input on interpersonal relationships that will affect center harmony and patient care

  • Participates in continuing education programs in OSHA/CLIA/COLA guidelines

  • Consistently demonstrates the COH Core Values through behaviors and interactions

  • Adheres to all COH policies and procedures

  • Continually demonstrates good communication skills with all

Participates in professional development activities and maintains relevant professional affiliations

Assists in identification of staff development and training needs; makes recommendations for work simplification and standardization of activities

  • Effectively determines staff training needs and schedules in-service education programs

  • Evaluates alternative methods to impact costs without compromising care

  • Identifies areas where procedure or policy may need to be changed or revised

  • Ensures OSHA policy and procedures are up to date and that staff receives adequate training, and maintains documentation of such training.

Provides direction and leadership to staff. Assists staff in developing solutions to problems as necessary

  • Serves as a role model by providing technical expertise, coaching, counseling and leadership

  • Sets and reviews performance evaluation/standards on a regular basis, considering company policy, departmental needs and individual employee skill level

Operations:

Reviews physician schedules periodically to maximize physician efficiency and productivity; coordinates changes with clinical staff and department managers

Coordinates the availability of operating room block time with community hospital(s) for surgical staff as needed.

Ensures the practice adheres to all applicable OSHA/CLIA/COLA standards

Directs the ordering of all supplies - develops effective inventory control systems

Makes recommendations for purchase of capital equipment

Ensures the practice complies with all applicable laws, regulations, policies and procedures according to state and federal law.

Maintains current federal, state, county and local license, survey, inspections and certifications as required by regulatory bodies for all satellite locations. These include business licenses, fire safety inspections, OSHA equipment inspections and laboratory surveys.

Directs surveys required and scheduled by city, county, state and federal inspectors, including COLA inspections

Cooperates with other personnel to achieve departmental goals, objective and maintains good employee relations

  • Demonstrates attitude of cooperation and professionalism

  • Maintains harmonious relationship with co-workers, physicians, and visiting consultants

  • Provides support, assistance and leadership to co-workers' to ensure quality patient care

  • Seeks appropriate input on interpersonal relationships that will affect center harmony and patient care

  • Participates in continuing education programs in OSHA/CLIA/COLA guidelines

  • Consistently demonstrates the COH Core Values through behaviors and interactions

  • Adheres to all COH policies and procedures

  • Continually demonstrates good communication skills with all

Participates in professional development activities and maintains relevant professional affiliations

Assists in identification of staff development and training needs; makes recommendations for work simplification and standardization of activities

  • Effectively determines staff training needs and schedules in-service education programs

  • Evaluates alternative methods to impact costs without compromising care

  • Identifies areas where procedure or policy may need to be changed or revised

  • Ensures OSHA policy and procedures are up to date and that staff receives adequate training, and maintains documentation of such training.

Provides direction and leadership to staff. Assists staff in developing solutions to problems as necessary

  • Serves as a role model by providing technical expertise, coaching, counseling and leadership

  • Sets and reviews performance evaluation/standards on a regular basis, considering company policy, departmental needs and individual employee skill level

  • Sets goals and objectives consistent with organization goals and develops effective action plans for their achievement

Continually updates knowledge of new techniques, software programs and equipment, avoiding adverse consequences.

Seeks opportunities to expand knowledge base

Demonstrates accurate knowledge of relevant laws, policies, regulations and standards. Keeps manuals up-to-date. Is alert to changes in regulations and responds immediately to meet them.

Follows established policies, procedures, objectives, performance improvement, attendance, safety, environmental and infection control guidelines

Directly responsible for cost control of supply inventory. Assures that supplies are always stocked and available.

Practices a high level of integrity and honesty in maintaining confidentiality

Attends all regular meeting

Performs other tasks and projects as assigned by his/her superiors.

Utilizes leadership skills in overseeing and assisting members of the health care team to prioritize and resolve issues

Demonstrates a level of professional practice that supports the delivery of appropriate care and positive working relationships

Displays courtesy and professionalism in dealing with employees, patients, visitors and/or vendors

Acts as an advocate for the organization at conferences and meetings

  • Fosters and promotes a positive and professional appearance and behavior

Financial:

Assists in developing budgets, considering fiscal and capital needs. Monitors variance against budget on an ongoing basis.

Provides updates and explanations for site performance at Monthly Operations Meetings.

Maintains reports and collects statistical data for administrative, financial and regulatory purposes

Regularly reviews pertinent reports and distributes to appropriate staff as needed

Ensures purchase orders (PO) are in place and sufficiently funded for invoice processing

Approves all invoices and purchase orders (PO).

Maintains accurate time-keeping for physicians and staff

Other:

In collaboration with senior leadership participates in physician interviews

Performs site-specific orientation, and provides new physicians with marketing materials and strategies to grow their practice within the community

Promotes COH physicians, surgeons and services to outside medical groups, agencies and community healthcare providers in individual meetings and physician group presentations

Directs relocation of offices/practices when required including directing physical move, purchasing furnishing and coordinating all communication equipment and software with IT department

Participates in strategic planning, design of new space, program growth and acquisition and development of new programs

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Position Qualifications:

Minimum Education:

Bachelor's degree

Experience may substitute for educational requirements

Minimum Experience:

Five (5) to seven (7) progressive management experience and five (5) to seven (7) years experience in an ambulatory setting. Experience to include working in a medical/hospital setting with physicians and high-level executives for strategic planning, operations and problem solving.

Preferred Experience:

Skills/Abilities:

Experience with utilization review, quality assurance and managed care process. Experience communicating and interacting with physicians and executives. Understanding of OSHA guidelines for ambulatory practices.

Knowledge of billing and coding guidelines.

Demonstrated ability and extensive knowledge of the healthcare industry including managed care, finance, physician practice management, recruiting, marketing, credentialing, medical office leasing/build-outs and problem solving.

Demonstrated written and verbal communication skills

Ability to plan and carry out responsibilities with supervision

Excellent verbal and written communication skills

Excellent interpersonal skills with other departments.

Pleasant speaking voice and demeanor

Neat and professional appearance

Software:

Electronic Medical Records (EMR) experience preferred

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

  • Posting Date: Feb 26, 2020

  • Employee Status: Regular

  • Shift: Day Job

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Director, Practice Management

City Of Hope