Practice Supervisor

Fairfield, CT
Nov 30, 2018

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
EEO/AA/Disability/Veteran
Summary:
The Practice Supervisor is responsible to provide the physician(s) with regular updates regarding the performance of the practice. This includes performance versus the budget. The Practice Supervisor monitors practice revenue and expenses and recommends actions to improve performance of the practice. Provide support to staff to ensure efficient operations. Supports the organizational and service area's mission and vision. Helps coordinate schedule to assign and determine best staffing model to insure optimum efficiency in the delivery of patient care. Enforce policies and procedures in accordance with all regulatory and accreditation requirements. Oversee quality improvement activities, both clinically and fiscally. Exercise discretion and independent professional judgment related to assigned activities and in consert with physicians and practice operations management.
Responsibilities:
  • 1. Communications and Reporting
  • 1.1. Ensures that regular meetings are held with physicians to discuss status of practice operations, new programs/services and to review financial data.
  • 1.2. Prepares and submits financial reports and information on other administrative activities to physicians on a regular basis.
  • 1.3. Schedules and conducts regular staff meetings to inform the staff of changes in the practice's policies, to update and educate staff and to resolve and/or prevent problems.
  • 2. Operations
  • 2.1. Assists in the development of a short and long term strategic plan for the practice.
  • 2.2. Works with physicians and staff to implement practice goals and objectives in support of strategic plan.
  • 2.3. Monitors activities and operations to ensure that the practice successfully meets its objectives.
  • 2.4. Directs marketing and promotional activities for the practice.
  • 2.5. Directs implementation of operational systems to achieve effective and efficient management of workloads and workflow.
  • 2.6. Standardizes procedures and initiates change where necessary; constantly reviews procedures to strive for more efficient ways to conduct business and improve patient relations.
  • 2.7. Assists in installation and maintenance of all practice computer software and hardware.
  • 3. Financial Management
  • 3.1. Prepares and/or oversees the preparation of operational budgets.
  • 3.2. Participate in the identifying equipment needs for the capital budget process.
  • 3.3. Understand and assist in the development of practice budgets to ensure the delivery of cost-effective, quality care.
  • 3.4. Analyze and monitor financial performance with the assistance of finance department and practice operations. Demonstrate knowledge of review and submission of budget and be able to explain budget variances and prepares necessary justifications for overages.
  • 3.5. Evaluate and recommend cost effective changes that will benefit the practice and patient care.
  • 3.6. Ensure that required resources are available that meet the practice priorities and that reflect staff and physician input.
  • 3.7. Work with finance and budget offices to ensure effective resource utilization including managing expense growth in conjunction volume growth.
  • 3.8. Participate in developing volume and revenue projections for annual budget.
  • 3.9. Monitor variances in volume and work with clinical and administrative leaders to implement plans to meet goals.
  • 4. Leadership
  • 4.1. Responsible for delegating work to assigned staff and achieving workflow standards.
  • 4.2. Provides guidance and support to staff and ensures the work is completed efficiently and correctly.
  • 4.3. Conducts timely orientation and annual performance reviews on assigned staff; counsels and develops performance improvement plans as required.
  • 4.4. Leads by example, successfully demonstrating the personal attributes defined in the Yale New Haven Health System Core Success Factors.
  • 4.5. Actively participates in and supports the development, mentoring and coaching of staff.
  • 4.6. Understands NEMG vision, goals and strategies and communicates to others. Able to set clear goals and directions.
  • 5. Human Resources
  • 5.1. Review the practice schedule for staffing coverage of clinical and administrative services in advance to anticipate and act upon issues.
  • 5.2. Monitor staff performance and provide guidance and support to promote improvement. Promote an atmosphere where staff is encouraged to express and contribute to the improved functioning of the facility.
  • 5.3. Collaborate in developing a highly skilled multidisciplinary team who are utilized effectively.
  • 5.4. Facilitate orientation and in-service education for staff including introduction and transition for all new equipment. Provide instruction in the use and maintenance of all technical and mechanical devices to be utilized, where applies. Provide opportunity for staff development and insight into new procedures and practices.
  • 5.5. Conduct regular staff meetings.
  • 5.6. Provide recognition to staff members demonstrating excellent customer service.
  • 5.7. Conduct performance evaluations and for directly supervised staff and participate in performance management process for indirectly supervised staff.
  • 6. Customer Satisfaction
  • 6.1. Ensures the successful execution of customer service standards reflecting excellence consistent with Hospital policy for internal/external customers.
  • 6.2. Facilitate communication with physicians and staff regarding satisfaction survey results and to provide optimal patient and family-centered care.
  • 6.3. Ensure that confidentiality of patient, staff and appropriate management data is maintained. implement service quality plans with focus on customer service principles.
  • 6.4. Create an environment and administrative infrastructure that facilitates high quality patient care.
  • 7. Clinical Supprt Resource
  • 7.1. Help develop and guide quality improvement activities
  • 7.2. Review Practice schedule with clinical staff to ensure appropriate scheduling of times for cases/appointments and coordinate obtaining all necessary equipment and supplies needed.
  • 7.3. Orchestrate communication of delays and initiate service recovery as warranted with staff, physicians, patients and their family members.
  • 7.4. Keep abreast of advancements in equipment, drugs and supplies and maintain active participation in professional organizations that may give insight to new procedures and practices within the Practice.
  • 7.5. Ensure that all new equipment is properly serviced.
  • 7.6. Ensure that all staff are properly oriented to equipment.
  • 7.7. Monitor staff compliance with all documentation requirements.
  • 7.8. Coordinate the stocking and delivery of supplies
  • 7.9. Monitor staff compliance with NEMG policies, procedures and regulatory and accreditation requirements for compliance, as well as with systems and processes developed to enhance patient care.
  • 7.10. Ensure processes are in place to facilitate appropriate integration of electronic systems into the clinical work flow.
  • 7.11. Guide and implement service recovery efforts, inclduing but not limited to monitoring patient and employee satisfaction
  • 7.12. Direct and oversee the processes for scheduling ancillary appointments
  • 7.13. Work with physicians and clincial staff to ensure appropriate integration of administrative and business operations
  • 7.14. Work closely with physicians and clinical staff to maximize patient throughput and efficiency.
  • 7.15. Coordinate administrative work flow and assignments of support staff.
  • 7.16. Maintain employee shadow personnel files, including current licensure for all professional staff.
    Other information:

    EDUCATION:
    High School Diploma or equivelent required. Bachelors degree preferred.
    EXPERIENCE:
    Minimum of 3 years progressive experience as a Practice Supervisor/Office Manager; leadership experience preferred.
    SPECIAL_SKILLS:

    ACCOUNTABILITY:
    Accountable for groups, projects, processes or activities that impact targeted departmental objectives. Provides input on the direction of the department. Manages the day to day work of staff supervised. Conducts performance reviews on staff and develops performance improvement plans as required. Responsible for hiring staff for vacant positions within scope of responsibility. Contributes to the refinement of departmental procedures to improve results. Responsible for staff development. Provides a supportive environment that encourages staff members to increase their education and breadth of experience to more effectively meet the needs of the organization in its current state as well as planning for future requirements.
    COMPLEXITY:

    PHYSICAL_DEMAND:
    MMR is required. Varivax (chicken pox vaccine) or evidence of prior chicken pox is required. Hepatitis B (or signed declination) is required for those with potential exposure to blood/body fluids. Tdap and influenza vaccination are strongly encouraged.

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    Job Info

    Job: 3448

    Department: PM Urology Admin
    Category: Mgmt/leadership
    Sub Category: NON-CLINICAL
    Shift: DAYS
    Hours: 40.00

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