Practice Manager, Transplant Institue

Position Summary:
We have an exciting opportunity to join our team as a Practice Manager, Transplant Institue.

In this role, the successful candidate The HCC3 Practice Manager is responsible for overseeing all clinic operations of the Transplant Institute (TI) by establishing and tracking operational performance metrics and implementing necessary strategies to ensure efficiency and alignment with the Institutes goals and strategic plans. The ideal candidate will demonstrate strong leadership, organizational, and communication skills, with a commitment to supporting TI operations and enhancing. Reporting to the Director of Operations, incumbent serves as a member of the Transplant Institutes (TI) management team. S/he will be responsible for training, supervision, and development of staff and ensuring efficient clinical and administrative operations. Incumbent will be responsible for launching our new ambulatory clinic space.

Job Responsibilities:

Day to day management of clinics
Ensure clinical engineering needs are met in throughout the clinics
Ensuring the clinic is up to regulatory standards (Joint Commission), completion of survey standards each morning
Management of TCA, Medical Assistants, Front desk staff, and administrative assistants, select associate transplant coordinators, and Administrative Supervisor
Ensures all patient care related issues in regards to clinics, administrative support are met.
Cisco/telecom reporting oversight
Front desk registration oversight
Ensure clinic charges are captured correctly
Ensures all clinic schedules and templates are maintained across transplant institute clinic locations. Ensures any rescheduling or clinic blocks are taken care of. Monitor utilization of templates and optimize efficiency between current clinic locations.
Ensures timely answering of patient calls and appropriate triaging by staff. Ensures escalation of clinical issues in a timely manner.
Departmental resource maintenance: Ensures maintenance of the conference room and conference room schedule. Ensures proper assignment of workstations for department staff. Schedules and assists with clinic maintenance as needed.
Manages and triages, all facility, building services, and telecommunication, requests for clinic operations for the Transplant Institute.
Works with offsite vendor and staff to ensure accurate materials and processes. Maintains TI storage and ensures compliance with our procedures.
Inventory Management – Understands use and purpose of supplies. Orders supplies for the office in accordance with departmental and hospital policies. Adheres to budgetary restrictions. Ensures adequate supplies of office supplies and clinic supplies.
Recommends staffing, trains/orients, and assigns staff. Provides leadership and direction to facilitate optimal standards of performance, evaluates performance, and makes recommendations for personnel actions.
Ensures staff empowerment and patient and caregiver satisfaction.
Ensures quality assurance and performance improvement of all clinic operational functions
Responsible for all compliance and regulatory requirements in a high-acuity environment.
Collaborates with Associate Directors and NP/operational managers and TCAs to implement and/or modify workflows required to provide patients and their families with the world class treatment and care.
Ensures optimal clinic efficiency and economic performance of the HCC3 clinic
Provides and maintains effective, collaborative communications with the TI leadership team, staff, faculty, health system, and community at large. Facilitate management & staff participation in TI operations and NYULH programs.
Provides leadership and management of assigned staff and programs. Provides assistance to direct reports and colleagues in establishing TI philosophy/objectives and policies and procedures.
Consults and informs TI leadership of problems related to the clinic operations of the institute.
Recommends changes in policies to carry out TI objectives.
Manage complex workflows, optimize staffing models
Oversee the FGP Administrative Supervisor who leads a team of FGP medical secretaries to improve the administrative support to physician faculty members.
Resolves all complaints and problems using independent judgment and decision-making skills, to ensure staff, patient and caregiver satisfaction
Demonstrates knowledge of the organization’s Core Values and incorporates them into the performance of duties.
Trains staff according to specific job responsibilities and expectations. Supervises and manages the professional development of direct reports. Provides on-going guidance to staff and on-the-job training as needed.
Ensures appropriate cross-training and cross-coverage for all practice clinical activities
Owns time keeping process by managing the MyTime and PeopleSoft time keeping systems, making all necessary adjustments to staff time and performs penultimate review of staff time
Main TI contact for all complex clinic items and serve as a liaison between all staff, faculty, and other departments to facilitate smooth communication and coordination
Demonstrates discretion in handling of confidential materials.
Develop and implement standard operating procedures for clinic support functions.
Provide training, mentorship, and performance evaluations for direct reports.
Troubleshoot conflicts and clinic operations issues, escalating as needed.
Ensure compliance with institutional policies, HIPAA regulations, and confidentiality standards.
Collaborate with TI leadership on staffing needs, recruitment, and onboarding.
Prioritizing assignments in order to complete work in a timely manner when there are changes in workload, assignments, pressures of deadlines, competitive requirements, and/or a heavy workload.
Be an exemplar for demonstrating communication skills: using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels; in person, over the phone, in writing, and in electronically sent messages.
Remains current on latest best practices, policies and protocols (including workflow updates, FOCUS trainings, and job-related tasks)
Performs other duties as assigned.

Minimum Qualifications:
To qualify you must have a Bachelor’s degree in healthcare administration
3+ years of transplant office management required
Transplantation certification preferred.