In collaboration with the Operations Director, Nurse Leader(s), and Medical Director, the Practice Manager is responsible for overall daily operations of the practice that support the delivery of care to oncology patients and their families. This includes managing patient flow and scheduling, assuring reconciliation of appointments, as well as all administrative support staff orientation and performance. The Practice Manager actively participates in quality improvement projects and collaborates with department leaders to assure compliance with DFCI policies, and procedures and ensures safe, efficient and effective delivery of quality care. The Practice Manager will display a high degree of initiative and independent judgment.
The Practice Manager will collaborate closely with physicians, peers, and DFCI leadership to continuously access and manage a wide range of objectives, including but not limited to: operations, personnel, practice management, billing, facilities, systems, and programmatic development. The Practice Manager will assist with long range planning and project development.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
Administration
- Oversees regular staff and special departmental meetings, and full staff meetings monthly; and follows-up on any action items.
- Works closely with DFCI Departments, including Access Management, Billing, Operations, Finance, Clinical and the Patient Advocates.
- Assists with physician credentialing, hospital renewals, licenses, subscriptions and dues; ensures timely renewal of licenses for providers as needed.
- Schedules and prepares for any state or federal audits.
- Attends and participates in departmental and interdepartmental meetings and committees.
- Develops and implements a system to track areas of responsibility, follow-up and determine deadlines for multiple projects.
- Assumes administrative and operational functions; implements appropriate changes and system improvements.
- Oversees, prioritizes and delegates department workload.
Financial
- Assists with the forecasting, developing, monitoring, and evaluating annual budgets for the practice; provides ongoing variance analysis of activities and develops improvement plans as necessary.
- Assists in managing expenditures within department budget.
- Work closely with Operations Director and DFCI Finance regarding monthly invoices; reconciles all charges for staff and physicians.
- Oversees inventory of office supplies, packing slips, invoices and statements to AP with description of use.
- Coordinates each physician’s “In Patient Billing” data. Researches insurance and demographics, DOS, and level of visit prior to submission to Billing Department for processing.
- Works with Operations Director to effectuate financial and analytical skills including ability to develop and monitor the Practice budget, manages front end billing and review and addresses billing issues and statistics to ensure revenue maximization.
Daily Operations
- Oversees the daily operations of the practice.
- Responsible for the development and monitoring of all administrative workflows; establishes ongoing methods for staff education in the areas of check-in and –out functions; ensures the maintenance of accurate patient information and compliance to scheduling and billing requirements.
- Manage day to day operations, establish and maintain policies and procedures, monitoring statistics, managing patient flow and front desk operations.
- Identifies, researches, evaluates, and resolves complex administrative and operational issues.
- Assists physicians in any non-clinical functions as requested, which may include and not limited to: coordinating meetings, responding to internal and external inquiries, and setting up lectures and presentations, etc.
- Supervises the repair and maintenance of all computers, office equipment, phones, lab, chemo hood and pumps. Maintains maintenance contracts.
- Be responsible for calls 24/7 for building and fire alarms, server/IT issues, and telephone service interruptions.
- Serves as the liaison to host hospital staff and departments on joint matters and shared programs and assists in developing collaborative relationships.
- Partners with physician, nurse and administrative leaders to formulate standards/processes that effectively and efficiently allocate resources and well facilitated coordination of patient flow through the exam and infusion areas.
- Ensures the maintenance of accurate patient information and compliance to scheduling and billing requirements.
- Ensures quality and safety standards are maintained daily, in collaboration with the Operations, Nurse and Physician leader.
- Monitors scheduling reports, identifies gaps and resolves issues with patient scheduling; recommends improvement to scheduling templates, as necessary.
- Ensures day-to-day patient scheduling is done accurately and optimizes provider's clinic and infusion schedules in collaboration with the Operations Director, Nurse Director and Nurse Manager.
Human Resources
- Maintains employee personnel files and records.
- Ensures time is processed correctly in payroll system – vacation/sick time.
- Collaborates with DFCI HR on policies & procedures, leave administration, employee relations, corrective action process and recruiting.
- Coordinates space and infrastructure issues and ensures effective coordination of training programs.
- Designs, implements and assists in the orientation of new staff and on-going training of office staff in various computer software applications, as well as office policies and procedures.
- Knowledge of DFCI’s policies and procedures.
- Coordinates and distributes HR related paperwork and information to staff and providers in the office including but not limited to the DFCI’s flu program, Annual Education Update and policy changes.
- Cross trains and supervises staff, ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner.
- Provides leadership and fosters an environment that supports the professional growth of staff.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Ability to plan, analyze, and coordinate activities and establish priorities.
- Ability to provide support, direction and development to staff.
- Ability to identify issues/projects and initiate plans to address with forthrightness and integrity.
- Willingness to mentor staff to resolve issues, respecting confidentiality and being discrete with any/all information given. Should lead by example.
- Must possess exemplary customer service skills for internal and external staff/customers, and uphold DFCI’s codes of conduct to the highest degree.
- Must possess excellent computer skills, knowledge of Microsoft Office, and EMR experience preferred.
- Working knowledge of medical terminology.
- Must possess knowledge in all aspects of safety and have the ability to ensure a safe environment for staff and patients.
- Should possess a thorough knowledge of OSHA, HIPAA and all federal and state regulations regarding employment, affirmative action, drugs medical waste disposal and safety.
- Flexibility to handle multiple tasks and deadline pressures.
- Skills to work efficiently and effectively in all aspects of the positions.
- Ability to manage the day to day operations.
- Demonstrated leadership ability, critical thinking ability, problem solving skills and ability to make independent decisions.
- Is flexible and able to set and change priorities and accepts additional responsibilities as needed. Responds positively to new approaches and changes in the work environment.
- Demonstrated ability to establish rapport with patients and families from a variety of cultural, ethnic and religious backgrounds.
MINIMUM JOB QUALIFICATIONS:
- Bachelor’s degree in Health Care Administration or Management is required.
- A minimum of 3-5 years health care Practice Management experience is preferred
- Previous supervisory experience and knowledge of administrative and supervisory principles and practices.
At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.
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Pay Transparency Statement
The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.
For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).
$77,700.00 - $97,000.00
