Practice Manager 3

Department Overview

The Pediatric Specialties at OHSU Doernbecher Children’s Hospital provide our patients with the best possible care and experience. Under the direction of, and with delegated authority from the Director of Clinical Operations Pediatric Ambulatory Care, the Practice Manager provides leadership and operational direction to three specialty areas (Urology, Gastroenterology, Orthopedics). The specialty portfolio may be adjusted as operational need dictates.

 

This critical practice leadership position helps lead and develop medical and surgical programs, ensuring teams provide patient-centric care and partnering with nursing and faculty leadership to achieve high quality of care.  The incumbent is responsible for guiding/overseeing day-to-day business and clinical operations, including all human resource functions, compliance and regulatory functions, and staff development of clinic schedulers, surgery schedulers, managed care coordinators, and administrative support staff. This position supports 3 specialty clinics across multiple locations, will partner with 31 providers, and will directly manage 18 support personnel.  

 

In this capacity, the incumbent will lead practice improvement and OHSU Ambulatory care initiatives, improve access to care by 1) monitoring and managing staff and provider productivity, 2) implementing operational best practices, and 3) adopting technological solutions as available at OHSU.  The Practice Manager will be asked to direct and oversee all clinical aspects of the pediatric specialties clinical operations including program development, personnel management, budgeting and P/L, facilities, inventory and equipment, and may also represent leadership in project teams and committees. They will partner with the appropriate School of Medicine Program Director(s) and may perform other duties as assigned by the Director.

This position works closely with the Director of Nursing and Nurse Manager for pediatric ambulatory care to support continuous quality improvement. This position will also partner with other members of the Pediatric Ambulatory Leadership team for support, and to align leadership and management activities across pediatric ambulatory care.

Function/Duties of Position

Human Resources/Education/Training

• Provides leadership, education, guidance, and professional development to personnel. Facilitates recruitment, interviewing, hiring, orientation, training, and performance review of medical assistants, PAS, surgery schedulers, managed care coordinators, and administrative coordinators.
• Generates timely and effective documents and communicates disciplinary actions. Accurately maintains personnel files.
• Evaluates clinical workflow, ensures PAS are functioning within their scope and implement changes, as necessary.
• Addresses and coordinates staff training needs by developing standards and ensuring basic competencies for all staff. Identifies potential problem areas, develops a system for objectively monitoring performance, and creatively seeks solutions to foster quality improvement.
• Continuously optimizes staff roles and responsibilities to meet performance goals.
• Develops and implements lean six-sigma trainings and activities.
• Remains current in new trends and innovations around improving the ambulatory environment.
• Shares and promotes successful improvement tactics and practices.
• Serves as an expert user of all aspects of EPIC, including template maintenance, surgery scheduling, OP time, iQueue, and work queues.
• The Practice Manager will serve as a role model for other employees in the pediatric surgical specialties.

Clinical Operations Management

• Demonstrates accountability and responsibility for day-to-day operations of designated services with 24-hour accountability.
• Coordinates daily operations and work activities for clinical and non-clinical services.
• Create staff schedules and appropriately use support staff. Monitors staffing levels of current and upcoming shift for the department based on patient acuity, staff competencies and patient volume.
• Develops workflow for scheduling and operating multi-disciplinary and subspecialty clinics (Pectus, Fetal Therapy, Trauma, Spina Bifida, Neuromuscular, Spine).
• Develops and manages Telehealth operations.
• Provides timely and appropriate resolutions to patients, customers, physicians, personnel, vendors and organizational concerns or complaints.
• Manages workflow, performance, and overall practice operations achieving expert care, superb service, and maximum physician and staff productivity.
• Uses Epic, Aceyus reporting, Cisco Finesse, and other workforce monitoring tools to optimize workflows, efficiency, and productivity.