Practice Manager II – Float Pool Division and Women’s Integrative Services in Health, Internal Medicine

University of Colorado CU Anschutz Medical Campus

School of Medicine Dean’s Office, Community Practice Division

Official Title: Health Care Manager

Working Title: Practice Manager II – Float Pool/Women’s Integrative Services

Position #00802057 – Requisition #27748

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date.  Information regarding this requirement, and exemptions can be found at:

Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012—covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2

Denver: https://www.ucdenver.edu/coronavirus

Exemptions vary by campus location/department.

Campus/Unit-Specific Exemptions:

• Anschutz Campus – Accommodations may be granted for medical or religious reasons.
• Denver Campus – Exemptions are allowed for medical, religious, or personal reasons.
• Consolidated/Central Services Administration – Accommodations may be granted for medical or religious reasons.

The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The School of Medicine Dean’s Office, Community Practice Division has an opening for a full-time University Staff (unclassified) Practice Manager II position.

The University of Colorado Anschutz Medical Campus is a world-class medical destination at the forefront of transformative science, medicine, education and patient care. The campus encompasses the University of Colorado health professional schools, more than 60 centers and institutes, and two nationally ranked independent hospitals – UCHealth University of Colorado Hospital and Children’s Hospital Colorado – that treat more than two million adult and pediatric patients each year. Innovative, interconnected and highly collaborative, the University of Colorado Anschutz Medical Campus delivers life-changing treatments, patient care and professional training and conducts world-renowned research fueled by over $650 million in research grants. For more information, visit www.cuanschutz.edu .

Position Summary:

The Practice Manager II will support the Women’s Integrative Services in Health (WISH) Division at our Park Meadows Family Medicine location at 50% and will also have a supervisory role over our Community Practice Regional Float Pool at 50%. This role will report to the Regional Director of Clinical Operations and have a working partnership with the Practice Manager at Park Meadows Family Medicine and the Medical Director of WISH.

WISH Clinic Role Summary:

The position is responsible for managing staff, operations, budgets, patient access, and patient, physician, and staff satisfaction. This position assesses current physician practice and daily operations, identifying areas of improvement by working with and reporting to the Regional Director of Clinical Operations and works in a triadic partnership with the practice’s Medical Director(s) and the department leadership. This position assists in developing plans to expand market share, to promote and maintain high quality care, to expand and improve upon clinical and technical operations, while maintaining top tier patient, physician, and staff satisfaction.  This position is also responsible for monitoring financial performance to meet/exceed budgeted targets.

The WISH Clinic is set to open in early 2023. There is an immediate need for Float Pool leadership. There is a potential this position may support Nursing Services under the Director of Quality, Safety, and Infection Prevention as a temporary assignment until WISH opens.

Float Pool Role Summary:

The position is responsible for managing staff, operations, budgets, provider, patient, and staff satisfaction.  This position plans, organizes, schedules, onboards, communicates, coordinates, administers, teaches, and evaluates float pool staff in their care of patients.

Position Responsibilities:

Financial

• Monitors and assists in development of the annual budget including projection for annual physician, procedural and ancillary visits.
• Ensures achievement of budget performance and strives to outperform the budgeted margin for the practice (revenue/visit; net income/visit).
• Identifies/reviews P&L, charges, and expenses regularly to ensure accuracy and ensures operational revenues cover operational costs, especially for new services/programs.
• Monitors & ensures coding flags/recommendations are promptly attended to and appropriately edited.
• Develops and revises contingency plans monthly to ensure patient access and visit volume targets are met.
• Reviews operational reports (missing charges, late charges, open encounters, denials, etc.) to identify trends or issues and follows through on addressing any issues.
• Determines and justifies needs for systems equipment and supply purchases.  Develops and reports on justifications for capital equipment and new programs.

Operations

• Assesses and revises, as necessary, an appropriate staffing/skill mix for the practice and applicable diagnostic and procedural areas.
• Assesses and adjusts exam and procedural room assignments to physicians and Advanced Practice Providers (APPs) to maximize efficiency.
• Communicates and ensures compliance with CU policies and procedures.
• Reviews and implements all necessary operational policies and ensures alignment with organizational policies.  Follows chain of command and presents all new clinic policies to CU Medicine’s Policy and Procedure Committee.  Implements standardized workflows and adapts practice team accordingly. 
• Continuously reviews and adjusts business and clinical operations in order to maximize workflow efficiency, staff productivity, and patient access. 
• Monitors usage and oversees the working order/use of stock supplies.
• In collaboration with other CU practices, supports the physicians/APPs at satellite locations.
• Regularly assesses accessibility/efficiency of triage operations and adjust processes.
• Regularly assesses front desk operations (reception, registration, scheduling, co-pays, etc.) for accuracy/efficiency and adjusts processes accordingly.
• Reviews EPIC processes for opportunities for improvement among physicians and staff; securing necessary assistance (training, optimization, billing, coding, etc.) to address issues.
• Regularly monitors phones statistics and performance to identify opportunities for improvement and implements action plans.
• Routinely monitors wait times (patient access, time-to-appointment, exam room, waiting room, etc.) and develops plans to address issues with Medical Director, faculty and staff.

Quality Improvement

• Ensures compliance with all regulatory agencies (CDPHE, CMS, OSHA, etc.).
• Develops a Quality Improvement (QI) plan for the practice and reports on the components at least quarterly.
• Critically analyzes QI data and formulates action plans as needed each quarter.
• Completes all QI audits and ensures that audits are turned in on time.
• Utilizes appropriate benchmarks to assess performance and stimulate change when necessary.
• Ensures staff knowledge and participation in QI activities.
• Regularly reviews patient satisfaction data and addresses a minimum of two areas per fiscal year for targeted and significant improvements.
• Ensures that the service expectations of both internal and external customers are met and/or exceeded.

Human Resources

• In collaboration with HR, ambulatory leadership, and with physician input, is the final decision maker for all staff hires into the practice.
• In collaboration with HR, ambulatory leadership, and with physician input, is the final decision maker for all terminations or high-level disciplinary measures.
• Collaborates with Medical Director on professional performance appraisals for employees.
• Assures completion of organizational and site-specific annual staff competencies, seeking input from appropriate resources when needed to assess the professional’s business and/or clinical competence.
• Encourages and supports professional growth and/or staff activities that directly relate to the developmental needs of the practice and staff.
• Serves as a role model, mentor, and professional colleague for other members of the management team by lending support and sharing opportunities for success.
• Cultivates and environment where physicians and support staff work together as a team to improve practice operations.
• Reviews turnover statistics and regularly solicits feedback from staff and physicians on job satisfaction and addresses issues accordingly.
• Develops action plans to address priority issues in employee surveys.

Program Development

• Participates in strategic planning for the practice and the division.
• Coordinates the implementation and integration of new programs and physicians in the practice.
• Plans and/or participates in activities in the community as appropriate.
• Suggests opportunities for expansion based on patient population needs, physician referrals or community access.

Direct Patient Interactions

• Participates in expediting patient care as necessary.
• Expresses empathy in patient interactions and focuses on the needs of the patient, staff, providers, practice and organization simultaneously.
• Promptly addresses patient complaints and other patient-related issues.
• Serves as a champion for patient safety.
• Communicates in a competent and effective manner to meet patient and/or family needs and regulatory or organizational requirements.
• Collaborates with multidisciplinary team, the patient, and family to promote efficient patient care.
• Serves as a mentor and preceptor for new staff and as a constant resource to all staff.

Facilities

• Ensures that practice facility meets regulatory and infection control standards.
• Works with appropriate department or supplier of services when facility services are interrupted.
• Works with contractor(s) for maintenance of the facility.
• Ensures that safety policies and procedures are followed by all personnel at the facility.

Other Duties

• Complex project management.
• Data collection, evaluation, management, and analysis.
• Analyze and select appropriate data and analytics to present to the department/division.
• Focuses self and others on achieving quality and financial outcomes in a responsive timely manner.
• Provides vision and planning to meet goals; welcomes innovation and new approaches to reach new heights in quality and service.
• Performs core responsibilities of position efficiently and effectively within parameters of organization policies, procedures and external governmental agencies.

Financial Authority:

• Collaborates with the Department Financial & Division Administrators, Division Chief, office Medical Director for departmental financial management and accounting.
• Collaborates with CU Medicine Procurement Manager, Operations Directors, and the Department Financial & Division Administrators for equipment, supplies and contractual agreements and analyses.

Supervisory Responsibility:

• Staff: Direct supervisory responsibility for all clinical and non-clinical staff in office and procedural areas.
• Functional:
  • Budget Development
  • Budget Management
  • Corrective Action, Counseling
  • Performance Reviews
  • Purchasing
  • Salary Administration
  • Staffing, Hiring, Termination

Salary and Benefits:

The starting rate (or hiring rate) for this position begins at $76,465 per year.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Diversity and Equity:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu ​.

The University of Colorado Denver Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community, and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Minimum Qualifications:

• Bachelor of Science in Business, Healthcare Administration, or Nursing, or a related field.
• 5+ years job-related/clinic experience.
• 2+ years supervisory experience (will consider charge nurse/operational management/ /etc. experience).
• Licensed as a health care provider in the State of Colorado (e.g., RN, ATC, NP, PA, etc.).

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.

Applicants must meet minimum qualifications at the time of hire.

Conditions of Employment:

• Current Basic Life Support (BLS) for Healthcare Providers issued by American Heart Association or American Red Cross healthcare provider level CPR certification or certification within 90 days of hire.
• Complies with applicable University of Colorado School of Medicine, Community Practice mandatory education and training.
• Maintains all required licensure/certifications for position.
• Must be able to work in-person/travel to multiple locations as assigned.

Preferred Qualifications:

• Master’s Degree in Business, Healthcare Administration, or Nursing Administration.
• Ambulatory quality improvement (QI) experience.
• Management of budget, purchasing, and/or accounting.
• 3+ years clinic management.
• Experience working in/or managing a float pool of clinical personnel.
• Experience in use of registry data and quality systems.
• Bilingual, Spanish-speaking.
• Certified Medical Practice Executive (CPME).
• MS Office
• Experience working with EPIC, Kronos, Lawson, and MyBMI.

Knowledge, Skills, & Abilities:

• Ability to effectively communicate at all levels, to include physicians, leadership, and staff within the various affiliate organizations (UCH, Children’s Colorado, CU Medicine, CU SOM).
• Ability to work within large healthcare systems.
• Ability to analyze and interpret data/compile complex reports and presentations.
• Ability to compose letters and memorandums.
• Ability to deal calmly and courteously with people.
• Effectively copes with fast-paced environment and job stressors.
• Ability to follow oral/written instructions and procedures.
• Ability to function independently and manage own time.
• Ability to lead work teams.
• Ability to maintain accuracy, consistency, and confidentiality.
• Ability to negotiate, persuade and establish direction.
• Ability to perform basic filing and office procedures.
• Ability to plan, coordinate and develop multiple projects.
• Maintains professional appearance and conduct.
• Demonstrates personal integrity, honesty, and sincerity.

Review of applications will begin immediately and will continue until the position is filled.