Practice Manager

The OHSU Knight Cancer Institute is dedicated to providing our patients with the best possible care and experience. The Practice Manager for Radiation Oncology provides practice operations leadership forRadiation Oncology clinics at Kohler Pavilion on Marquam Hill and at the Knight Cancer Institute Beavertonin collaboration with an interdisciplinary leadership team including the Oncology Nurse Manager Radiation Therapy Manager Finance Analyst Director of Physics and Vice Chair of Clinical Affairs. This key practice leadership position helps develop the clinical programs that ensure a safe environment quality care delivery and empathetic care for our patients. The Practice Manager is responsible for guiding and overseeing daytoday business and clinical operations including the management of provider and clinic schedules clinic operations referral intake managed care and the physical environment of care. The position works to continually improve clinic and scheduling processes and serves as a contributing member of the Quality & Safety Committee in this capacity. The position is responsible for all human resources functions including clinical compliance and staff development of their direct reports.

The Practice Manager advises the Director of Radiation Oncology on practice issues leads current and new practice initiatives relating to practice optimization and represents leadership on programs projects and committees. Further this role manages the complex function and relationships between all stakeholders related to improving the patient experience increasing access to care decreasing cost of care standardizing the work across the program and implementing numerous changes as outlined in the strategic plan of the Cancer Business Unit and Radiation Oncology. The position will manage relationships throughout the organization to maintain a high level of engagement. The Practice Manager keeps abreast of changes in programming improvements and best practices in Radiation Oncology with application to the patientexperience. They then analyze and identify gaps in alignment to best practices and recommend strategies to establish OHSU as a leader in these areas.

Operations Management

• Collaborates with inpatient ancillary and other outpatient clinicalleadership in developing patient workflows and continuums that facilitatepatient safety and optimize clinical outcomes.
• Anticipates operational and functional requirements to enable programdevelopment and expansion.
• Manages the daytoday operations of the physician clinical practices. Thisincludes developing business and clinical flows that facilitate patientsatisfaction and maximize physician and staff efficiency.
• Meets with patients and other providers to discuss workflow issues thatarise from their perspective.
• Oversees the physical environment and clinical equipment ensuring patientsafety and anticipating the needs of patients families providers and staff.
• Exercises exceptional judgment and makes sound business and clinicaldecisions in adjusting to changing patient demand and flows.
• Keeps abreast of all licensure regulatory and safety requirements. Ensuresthat department complies with FDA CMS DNV OHSU and other
• regulations.
• Keeps current of the clinical research protocols that are active. Ensures thatstaff are current and can direct patients to appropriate services if needed.
• Oversees Managed Care Contracting (MCC) workflows and staffperformance. Works closely with OHSU Practice Plan Revenue Cycle andPatient Business Services staff to ensure an optimal revenue cycle.
• Utilizes patient satisfaction survey results and reports from the PatientAdvocacy Office to monitor patient and family feedback. Developscorrective action plans to resolve problems and monitors results.
• Monitors intake to measure patient access including phone statistics access patient waits appointments etc. Manages Patient Access Specialist (PAS) staff performance and takes corrective action as required.
• Keeps current on all clinical and business systems and ensures that staff do as well. Adjusts workflows in response to system developments.
• Represents the department on systemwide committees and participates in Oncology Service Line initiatives. Responsible for all reporting riskrelated issues within their purview. Responsible for maintaining internal quality management activities. Works collaboratively with and contributes to the Quality & Safety Committee to mitigate high risk issues.
• Develops policies and procedures. Ensures that staff are oriented to and comply with all OHSU and unit policies and procedures.
• Oversees physical environment and equipment for effective operations.
• Reports to the Director of Radiation Oncology regularly on agreed clinical metrics and budget. Utilizes associated benchmarks for monitoring production and reports on variances and other reporting as requested or required by management OHSU and the OHSU Practice Plan.
• Monitors critical timetoservice indicators including: telephone wait and hold times; time to service appointment availability; insurance authorizations; provider referrals; patient satisfaction; and checkin and wait times. Communicates performance indicators and makes staffing and system adjustments as needed.

Human Resources

• Provides leadership education guidance and professional development tostaff.
• Proactively assess staffing needs. Directs recruitment interviewing hiringorientation training and performance review of the team.
• Ensures staff compliance with clinical competency licensure and scope ofpractice.
• Continuously optimizes staff roles and responsibilities to meet performancegoals.
• Models performance and service excellence for faculty and staff.
• Maintains current knowledge of all labor contracts. Collaborates with LaborRelations in resolving staff issues and interpreting the contracts.
• Oversees staffing assignments vacation and leave approvals and time and attendance system.
• Conducts regular staff meetings and oneonone meetings with direct reports. Ensures that all providers and staff are kept current on department developments.
• Actively promotes employee engagement.

Financial

• Works with unit Director to develop operating forecasts annual operatingbudgets and capital budget proposals.
• Responsible for staying uptodate on insurance contracts that affect thedepartment. Ensures that all services rendered are authorized for paymentand that patient insurance coverage is regularly verified.
• Ensures that cash collections practices comply with Revenue Cycle policiesand with audit guidelines.
• Responsible for collaborating with Director and Hospital Administration inthe care of under or uninsured patients.
• Monitors and ensures budgetary compliance to the approved budgetincluding reporting on variations and problem solving for budgetaryconcerns. Supports the development of the fiscal year budget andsubmissions for the clinic.

Education:

• Bachelors degree in business or other healthcare related field

Experience:

• Three or more years of experience in a progressive managerial/supervisory role in a healthcare or clinical setting or equivalent education and experience.

Job Related KnowledgeSkills and Abilities(Competencies):

• Must demonstrate outstanding verbal and written communication customerfocus and problemsolving skills. Pleasant outgoing demeanor with excellent judgement.
• Detailoriented work and superb organizational skills.
• Ability to work as a team member at a high level in a large organization.
• Proficient in Microsoft Office Suite.
• Communication and contact: Communicates effectively both verbally and in writing with superiors colleagues and individuals inside and outside OHSU
• Active listening skills; ability to deal with customers in stressful situations; ability to remain calm under pressure
• Relationships with others: Works effectively and relates well with others including superiors colleagues and individuals inside and outside OHSU
• Exhibits a professional manner in dealing with others and works to maintain constructive working relationships
• Excellent customer service skills both in person and on the telephone
• Proven ability to undertake multiple priorities concurrently ability to selfprioritize and to consistently meet due dates and timelines
• Ability to work in a collaborative teamcentered work environment and provide helpful support in a timely manner
• Leadership the ability to get work done through others
• Experience that demonstrates the ability to coach train and mentor others High level of integrity
• Bias toward reasonable action Change leader
• Tolerance for ambiguity in a high workload fastpaced environment
• Attendance and dependability: Can be depended on to report to work at the scheduled time and is seldom absent from work; can be depended upon to complete work in a timely accurate and thorough manner and is conscientious about assignments; willing to work overtime as necessary depending on volume of work
• Ability to manage small projects from concept to implementation Can take a set of requirements to define and scope a project develop a plan implement the plan and then bring closure to the project through a review

Education:

• Masters degree in related field

Experience:

• Previous OHSU or oncology leadership experience

Job Related KnowledgeSkills and Abilities(Competencies):

• Experience with EPIC or other OIS or patient information software.
• Experience with regulatory programs and surveys access initiatives and business intelligence tools.

Clinic hours of operation with periodic early mornings evenings and weekend work as business needs necessitate. Travel between clinics in Portland and Beaverton.