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Columbia University Practice Operations Manager I in New York, New York

  • Requisition no: 527057

  • Work Type: Full Time

  • Location: Campus|Medical Center

  • School/Department: null

  • Categories: Health/Clinical,General Administration,Administrative Support

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range:

Position Summary

The Practice Operations Manager I leads, supervises and coordinates overall operational and administrative functions of assigned practice(s) to ensure maximum efficiency, high quality patient experiences, and compliance with appropriate regulatory policies. The Practice Operations Manager I leads the practice in a manner that delivers an exceptional patient experience that contributes to a positive health outcomes for patients and a work culture of kindness, inclusion, integrity, accountability, and excellence.


The Practice Manager is responsible for the coordination and management of the administrative and clinical operations of the Gynecology Oncology Division.

  • Supervise administrative and secretarial staff supporting the division.

  • Responsible for interviewing, hiring and training of new employees as well as the ongoing development of existing employees.

  • Monitor and evaluate workflow and productivity of staff to ensure maximum efficiency.

  • Maintain personnel records, approves time sheets and processes payroll. Approve all paid time-off requests, ensuring adequate coverage of clinical practice. Submit accurate payroll paying attention to accrued/taken vacation and sick time. Manage temporary staff.

  • Conduct performance appraisals and provide corrective action when necessary.

  • Create, maintain and actively monitor physician’s schedule.

  • Ensure efficiency of scheduling, registration and physician clinical template through active analysis of operations.

  • Work closely with manager of the Department’s scheduling call center to ensure accurate and timely scheduling and registration.

  • Monitor the secretarial phones to ensure that calls are answered with the highest level of customer service to patients, guests and employees of the medical college and hospital, that all messages, prescription refills and referrals are handled properly and in a timely manner.

  • Liaise with patients to address questions related to insurance verification or OR scheduling.

  • Work closely with Site Managers of the various locations to ensure excellent customer care and coordination.

  • Develop policies and procedures that are customer oriented and responsive to quality of service needs.

  • Work with social workers with complicated and noncompliant patients to ensure proper patient care is obtained.

  • Work with development office (both CU and NYP) with regards to patient donations.

  • Coordinate outside visiting med students, residents, and physicians for observerships.

  • Monitor level of quality of service and develops strategies with the Division Administrator and Division Chief.

  • For nursing staff, ensure clinical and administrative equipment is adequately maintained and repaired with appropriate inventory. Escalate patient and administrative issues to senior leadership in a timely matter.

  • With Director of Faculty Practice, ensure appropriate charge capture and timely payments.

  • Help create and finalize informational brochures and informational sheets for division.

  • Process TBER’s for all physicians and fellows. Pay all bills reconciling in ARC. Order all medical supplies, office supplies, paper products for office through print services.

  • Maintain physician binders with professional information (updating expiring license/DEA/CME’s/ infection control/laser safety/malpractice info). Coordinate reappointments for all MD’s.

  • Act as Gyn Onc elective coordinator for rotating Sub I’s (we get 1-2 per month), sending appropriate paperwork to outside participating institutions for proper credit.

  • Supervise the collection of author agreements and disclosure forms from physicians/staff for Chief’s published papers in journals, faxing/scanning to appropriate parties.

  • Supervise the coordination of various meetings for Chiefs and other MD’s in Gyn Onc with physicians, reps, students and residents.

  • Supervise the coordination of biweekly tumor board conferences including sign in sheets and sending to obtain CME credit.

  • Supervise coordination of Gynecologic Oncology monthly support group

  • Supervise the integrative therapies program available to patients.

  • Supervise the coordination of meetings with other admins for various groups (cancer center, chemo infusion suite, NYP, other divisions, outside institutions, etc)

  • Outreach including walks, grand rounds, dinners, contacting MD office to strengthen relationships.

Minimum Qualifications

  • Bachelor's Degree or equivalent of education and experience

  • A minimum of 4 years of related experience.

  • Demonstrated intermediate or higher proficiency and/or understanding, knowledge and experience in project development and implementation, process evaluation, and performance and operational improvement in a health care delivery system setting;

  • Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.

  • Demonstrated strong proficiency and/or understanding of data sets; extract, evaluate, clean, and summarize; conduct qualitative and quantitative data analysis and validation as applicable to areas of responsibility.

  • Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.

  • Demonstrated strong proficiency in problem assessment, and resolution and collaborative problem solving in complex, and interdisciplinary settings.

  • Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively and effectively with professional staff, providers and organizational stakeholders.

  • Must be able to create and deliver high level communication presentations for senior leadership and other organizational stakeholders.

  • Ability to lead and mentor team through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the practice.

  • Ability to work independently and follow-through and handle multiple tasks simultaneously.

  • Ability to work collaboratively with a culturally diverse staff and patient/family population demonstrating tact and sensitivity in stressful situations.

  • Strong proficiency of Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.

  • Must be a motivated individual with a positive mindset and exceptional work ethic.

Preferred Qualifications

  • Master's degree is preferred.

  • Physician practice experience preferred.

  • Strong leadership, communication and interpersonal skills to direct work, drive change and effectively collaborate

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds. We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.