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Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success.

If this describes you then let’s talk!

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status

Work Shift

What you will be doing

JOB DESCRIPTION:

The Hospital for Special Surgery, #1 in Orthopedic for the last 16 years, is looking for an experienced full time Practice Manager. Provide comprehensive administrative support and direction to an HSS physician practices, overseeing day-to-day services and contributing to an environment of clinical excellence. Your duties will entail oversight multispecialty MSK physician practices within your assigned locations. In order to provide a direct line of communication and accessibility, your workstation will be located in your assigned area. This role is essential to promoting a professional atmosphere through courteous communication, cooperation and respect for HSS staff, patients and visitors supervising contracted office staff, arranging meetings and conferences, developing processes to maximize office resources and equipment, and anticipating the needs of patients and your physician as they arise.

Responsibilities:

• Oversight of all day to day operations for a multi-specialty MSK physician practice, in multiple Palm Beach County, FL locations

• Ultimate responsibility for 45-50 FTEs including

• Two direct reports include Radiology Supervisor and Clinical Supervisor

• Manage daily billing functions

• Manage daily staffing to support physician practice workflows in areas of supervision

• Manage recruitment and HR activities for assigned locations

• Manage the on-boarding of new physician practices

• Manage payroll responsibilities for assigned FTEs

• Manage key performance indicators (KPIs) such as wait times, throughput, collections, and clinic utilization

• Ensure compliance with regulatory requirements, safety standards, and organizational policies

• Coordinate with radiology, physical therapy, and ancillary services to support seamless patient care

• Address operational challenges in real time, including staffing shortages or workflow disruptions

YEARS OF EXPERIENCE REQUIRED
Bachelor's Degree preferred. 5-7 years of physician practice management experience, preferably in orthopedics outpatient setting.

EDUCATION REQUIRED
Bachelor’s degree required.

POSITION & UNIT ACCOUNTABILITIES

• Supports Department Activities - Supervises central office services. Supervises central office services including billing, patient reception and management, filing, message delivery and supplies.

• Supports Department Activities - Supervises support functions. Supervises and/or delegates support functions within office.

• Supports Department Activities - Facilitates communication. Facilitates communication between physician and hospital departments, department management and patients.

• Supports Department Activities - Acts as a liaison. Acts as a liaison between Physician Practice Management and physician; respond to Physician Practice Management in a timely matter.

• Supports Department Activities - Completes medical credentialing. Completes medical credentialing and license renewals.

• Supports Department Activities - Manages travel expenses/calendars. Manages physician’s travel expense reimbursement log and physician’s calendar.

• Supports Department Activities - Arranges meetings. Arranges meetings, interviews and conferences according to physician’s needs.

• Supports Department Activities - Answers telephone. Answers telephone, route callers, take messages and provide routine information to callers in a professional and efficient manner.

• Supports Department Activities - Patient charts. Creates, scans and files patient charts. Files medical documentation and patient charts where applicable. Prepares patient charts in anticipation of office hours where applicable. Scans medical records into individual patient accounts within EMR system following scanning guidelines.

• Supports Department Activities - Schedules appointments. Schedules patient appointments and other ancillary tests.

• Supports Department Activities - Maintains inventory. Maintains inventory of office supplies, ordering as appropriate.

• Supports Department Activities - Assigns office staff. Selects, trains, orients, assigns office staff and makes recommendations for personnel actions.

• Supports Department Activities - Performs other duties. Performs other duties as assigned.

• Develops/Manages Processes & Systems - Scheduling. Keeps track of work schedules for all employees in office to reflect accurately in Kronos timekeeping. Arranges for adequate coverage in office for planned absences of all employees.

• Develops/Manages Processes & Systems - Signs off payroll. Signs off on payroll in a timely fashion according to schedule and PPM instructions.

• Develops/Manages Processes & Systems - Assesses workflow. Assesses office workflow to identify processes that will maximize office resources and improve patient care. Communicates with office staff about workflow expectations and follow up. Develops and maintains office manual to serve as reference guide for office workflow and responsibilities.

• Develops/Manages Processes & Systems - Schedules surgeries. Oversees surgical scheduling within the physician office ensuring adequate block time utilization, timely and appropriate authorization, scheduling and completion of necessary presurgical Screening, as well as ensuring effective use of Procedure Pass within Epic.

• Develops/Manages Processes & Systems - Manages billing functions. Manages billing functions (copayments, charge entries, deposits, cash control documentation). Collaborates with PPM Revenue Cycle Team to up uphold policy and procedure related to front end office business transactions. Checks patients out after visit with MD. Collect all money due at time of visit. Batch reconciliation should be completed by end of business day. Money and batches must be brought to cashier within 48 hours of date of service. For non Epic offices, copies of batches and completed patient encounter forms for in office date of service should be prepared and sent to billing company within 48 hours.

• Develops/Manages Processes & Systems - Manages referrals/authorizations. Manages referrals and insurance authorizations for diagnostic procedures. Obtain authorization within 2 business days of patient’s visit unless identified as urgent by physician.

• Upholds Standards/Expectations of HSS Staff - Attends meetings. Attends monthly and quarterly office manager and office staff meetings.

• Upholds Standards/Expectations of HSS Staff - Works independently. Works independently on assigned tasks with minimal supervision.

• Upholds Standards/Expectations of HSS Staff - Promotes teamwork. Promotes teamwork through cooperation.

• Upholds Standards/Expectations of HSS Staff - Timeliness & conscientious.

• Timeliness & conscientious to patient days; arrive 30 minutes prior to start of patient day Upholds Standards/Expectations of HSS Staff - Adjusts to change. Adjusts to changing situations and work assignments.

• Upholds Standards/Expectations of HSS Staff - Communicates respectfully Communicates in a respectful manner to all patients and colleagues.

• Participates in Education - Completes learning requirements. Completes all in-service learning requirements including but not limited to the annual in-service learning.

• Upholds Patient Rights/Organizational Ethics - Responds to customer concerns. Responds to customer concerns as soon as possible with compassion and understanding.

• Upholds Patient Rights/Organizational Ethics - Promotes a professional atmosphere. Promotes a professional atmosphere through courteous communication, cooperation, and respect for patients, visitors and members of the health care team.

• Upholds Patient Rights/Organizational Ethics - Privacy and confidentiality. Observes and respects the privacy and confidentiality of information in accordance with HIPAA policies and procedures.

• Upholds Patient Rights/Organizational Ethics - Collaboration. Collaborates with peers, physicians and other members of the team as appropriate.

• Participates in Education - Maintain and develop competence. Maintain and develop competence through required in-service and continuing educational programs.

• Endeavors to Improve Organizational Performance - Participate in Strategic Improvement Process. Participate in Strategic Improvement Process activities as appropriate and requested, including team membership.

• Exercises Leadership - Coordinates and integrates services. Coordinates and integrates services within department and with other departments. Analyzes, evaluates, and solves inter and intra departmental problems.

• Exercises Leadership - Motivates personnel. Motivates personnel to achieve goals and objectives of the department and hospital.

• Exercises Leadership - Coaches personnel. Effectively coaches employees, as per hospital policy. Provides orientation, in-service training, and continuing education for all persons in department.

• Exercises Leadership - Directs and oversees work of employees. Directs and oversees work of employees, including delegation of responsibilities, scheduling and assigning employees with minimum overtime usage.

• Upholds Standards/Expectations of HSS Staff - Punctuality. Reports for duty punctually.

• Upholds Standards/Expectations of HSS Staff - Maintains satisfactory attendance. Maintains satisfactory attendance record.

• Exercises Leadership - Develops methods to improve. Develops and implements methods to continuously assess and improve department's performance.

• Maintains Documentation & Manages Information - Drafts written materials. Drafts correspondence and other written materials/communications as requested.

• Maintains Documentation & Manages Information - Effectively communicates with various departments. Effectively communicates with various departments and other parties to disseminate and receive information as requested.

• Upholds Standards/Expectations of HSS Staff - Manages time. Manages time appropriately to meet patient, department, and hospital needs.

• Upholds Standards/Expectations of HSS Staff - Time management. Demonstrates ability to prioritize, manage time and maximize productivity.

• Upholds Standards/Expectations of HSS Staff - Builds professional relationships. Ability to effectively build professional working relationships with all departments to maintain interdepartmental communications.

• Plans and Organizes - Addresses and reports issues. Addresses and reports issues in a timely manner; follows up on outstanding issues until completed.

• Upholds Standards/Expectations of HSS Staff - Commitment to service. Sets and maintains the highest level of service to patients, family members, visitors, physicians, and other hospital departments.

• Upholds Standards/Expectations of HSS Staff - Promotes customer service. Places customer service first in all aspects of daily functions.

• Achieves Professional & Business Objectives - Customer service. Demonstrates professional and courteous customer service skills by responding timely to patient inquires.

• Exercises Leadership - Establishes service standards. Establishes customer services standards and enforces implementation among staff.

SKILLS REQUIRED
Detail-oriented with ability to follow directions and identify issues to be escalated and followed-through. Strong computer skills including familiarity with EMR or other related software programs. Ability to work in a flexible and a fast-paced environment. Ability to contribute and work collaboratively as part of a team.

SKILLS PREFERRED
Experience with Epic preferred; knowledge of healthcare and health insurance as well as familiarity with medical terminology, highly desirable.

PHYSICAL WORKING CONDITIONS
Sitting in a comfortable position with frequent opportunity to move about. Sitting in a comfortable position with frequent opportunity to move about the department and traverse the hospital campus. Examples: executive, management, administrative and secretarial positions.

ENVIRONMENTAL WORKING CONDITIONS
Comfortable indoor area. Located in a comfortable indoor area. Examples: executive, management and secretarial positions.

HAZARDS OSHA
OSHA Category 3.Tasks that involve no exposure to blood, body fluids, tissues, or other potentially infectious materials and Category 1 tasks are not a condition of employment.

Non-Discrimination Policy
Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.