Practice Supervisor, Rowan-Virtua Department of Medicine (Sewell, NJ)

Summary:

Directs the non-physicians' operations of the outpatient office efficiently and effectively within the Rowan Medicine Department of Medicine. Works in coordination with the Physician and Administrative leaders to assure all program requirements are met as outlines 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. Performs a wide variety of administrative services within the department. Coordinates office support operations.

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following:

Workflow Optimization:

• Schedule appropriate appointments for Inspira Residency program, and patient encounters.
• Plan and schedule daily clinical operations to maximize employee and resource utilization.
• Evaluate patient flow and redirect staffing as needed to increase efficiency and reduce costs.
• Prepare daily staff assignments to ensure all skills are maintained and daily tasks are completed.

Staffing:

• Build faculty schedules in EPIC and maintain time and attendance records for staff.
• Responsible for tracking all faculty scheduling changed via IDX and maintaining clinic schedule.
• Maintains time and attendance records for staff.  Approve vacations for medical staff.
• Train and supervise staff on procedures, clinical information, and equipment operation.
• Set up new staff for site access and trainings, including compliance and Epic training.
• Manage staff schedule, call outs, and coverage.
• Makes recommendations regarding the hiring, firing, promoting, and/or disciplining of employees and other personnel changes.  Prepares medical staffing schedules ensuring adequate staff in relation to number of physicians.
• Prepares daily staff assignment so that staff rotates between front and back duties to assure that all skills are maintained.
• Evaluates patient flow and redirects staffing as needed to increase efficiency and to reduce cost.
• Resolves any conflicts regarding medical staff.
• Assures completion of daily assignments by staff prior to leaving for the day.
• Reviews staff attendance to ensure compliance with attendance policy on a monthly basis.
• On an as needed basis, performs front office responsibilities as outlined in the front Senior Receptionist/Patient Scheduled job description.

Clinical Duties:

• Monitors staff to perform all responsibilities in accordance with existing regulations (OSHA, CLIA, etc.) 
• Ensures medications are stored properly and that access is given only to those authorized.
• 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 rest 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.

Patient Experience:

• Coordinate and facilitate scheduled appointments, ensuring prompt and courteous service.
• Call each trooper to review test results and any recommendations, tracking trooper encounters.
• Handle patient complaints and ensure patient satisfaction by maintaining a professional and orderly clinical environment.

Office Management and Administrative Duties:

• Maintains inventory and orders supplies and equipment as needed and 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 staff.
• Runs reports from these systems as needed to monitor staff compliance with polices.
• Oversees front desk audits in conjunction with billing office.
• Generates monthly reports as directed and takes follow up actions as needed.

Compliance and Regulation:

• Review staff attendance to ensure compliance with attendance policy.
• Ensure medications are stored properly and access is given only to authorized personnel.
• Recommend new or revised departmental policies and procedures to maximize patient flow and satisfaction while adhering to regulatory requirements. 

Communication and Collaboration:

• Serve as a back-up to the Administrator for emergent situations and communicate with IT for any issues.
• Act as a clinical liaison with local hospitals or agencies to ensure necessary processes are adhered to.
• Collaborate with providers to ensure patient management protocols are available and followed as needed.

Emergency Preparedness:

• Serve as a back-up to the Administrator for emergent situations and prepare for site inspections.
• Train staff on emergency procedures and ensure adequate clinical support is available to accommodate patient volume.

Data Management and Reporting:

• Maintain patient records and track trooper encounters.
• Prepare monthly billable hours for submission and manage Epic work queues.
• Communicate with IT issues and access old EMR for records or updates as needed.

General Responsibilities:

• Always treat others with compassion, dignity, and respect.
• Complete all assigned trainings.
• Supports and adheres to the university’s 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 AND EXPERIENCE:

Bachelor's degree in a health-related field and two (2) years’ of supervisory and operations management experience. Must be able to work evenings and Saturdays as needed. Demonstrated ability to work independently, demonstrated excellent communication and organizations skills, ability to multitask and be flexible is required. Knowledge of Windows based programs is required. Knowledge of insurance plans preferred. Applicants lacking the degree may substitute appropriate related experience on a year-to-year basis. 

 NOTES: 

• Only completed, online 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.