Practice Manager 2

The Practice Manager is a key practice leadership position ensuring quality care and continuity for patients and families within the OHSU Primary Care clinic at Beaverton. This position has responsibility for guiding/overseeing day-to-day operations and clinic flow which includes human resources functions compliance and staff development. The Practice Manager will ensure adherence to OHSU policies and procedures for the clinic includingDNV and State Regulatory agency standards and be responsible for generalclinic operational and facility management duties. This position requires the ability to work as a collaborative member of the management team. The Practice Manager leads in supporting diversity creativity and an environment characterized by a strong ethic of trust respect and cooperation.

Working with a physician partner the Practice Manager provides leadership and strategic direction to the primary care clinic at Beaverton. This key practice leadership position helps develop an immediate care program that assures a safe environment quality health-care delivery and empathetic care for our patients.

The Practice Manager will represent the department in practice optimization and other process improvement quality improvement and other appropriate clinic-related meetings as needed. The Practice Manager must work independently and with all levels of employees in the organization as well as vendors and other business associates. There are approximately 20 staff and 12 faculty in the clinic supporting primary care (family medicine and Internal Medicine) Sports Medicine and Pediatrics

These responsibilities are performed in a manner that is consistent with the expectations of the Division of General Internal Medicine within the Department of Medicine the Department of Family Medicine OHSU and Ambulatory Care.

Operations Management

• Consistently demonstrates accountability and responsibility for the day-to-day operations of the primary care clinic at Beaverton.
• Develops business and clinical flows that facilitate patient satisfaction and maximize efficiency.
• Keeps current on all clinical and business systems and ensures that staff is current as well. Works closely with staff providers and other leaders to maintain and improve quality of clinical operations to ensure high quality of care and maximize cost effectiveness.
• Works with scheduling team to maintain and revise exam room templates. Adjusts as needed using tools to determine need such as the primary care capacity management matrix.
• Oversees the provider schedules for all sites; collaborates with Medical Director to ensure provider coverage across all sites at all times.
• Responsible for keeping all providers and staff and associated Practice Leaders in all sites apprised of program performance.
• Ensure workflow is in concert with system developments. Develops intra-departmental policies procedures and guidelines that align with the OHSU primary care leadership council goals and OHSU.
• Participates in Service Line Operations meetings Departmental Organizational and Community meetings when requested.
• Works collaboratively to anticipate operations issues in order to avert. Problem solves immediate and long-range operating issues with staff.
• Keeps informed of all licensure regulatory and safety requirements. Ensures department and staff compliance with CMS regulations
  HIPAA OSHA CLIA OHSU the Nurse Practice Act compliance DNV and other regulations.
• Utilizes data to forecast capacity & demand as well as problem solves with data teams to ensure accurate data is used for decision making.
• Demonstrates collaborative problem solving skills and conflict resolution. Provides daily rounding/huddle and will be accessible available and responsive to staff providers and patients.
• Utilizes patient satisfaction results comments and reports from the
  NRC to monitor patient and family a timely
  manner will develop corrective action plans to resolve problems and monitors results. Monitors other measures of patient access including phone statistics access patient waits appointments etc.
• Builds collaborative network and partnerships with
  ancillary departments and other departments across OHSU as well as partnerships within the local community.
• Possesses the ability to act as back-up for clinically robust practice.
• Responds appropriately in emergencies.
• Is knowledgeable about the contents of the code cart and can initiate and assist in CPR.
• Understands the procedure for medical emergencies code 99 and other emergency/disaster situations.

Process Improvement Facilitation/Project Management

• Attend and participate in professional meetings and committees to stay current with OHSU strategic goals primary care objectives and ambulatory standards around access care models the patient experience service and quality health-care
• In collaboration with the Medical Director takes responsibility for safety issues that apply to the clinic environment ensures accidents are reported in the PSI and responded to in a timely manner.
• Manage workflow to ensure daily DMS Huddle and weekly Performance Improvement Rounds and other performance improvement project meetings are consistent and on schedule.
• Work collaboratively as part of the ambulatory care team on assigned projects and initiatives across other areas of the
• Designs leads and facilitates practice improvement initiatives and events including but not limited to:
• Space Utilization
• Staffing levels and roles
• Operations and patient flow
• Employee (staff and provider) engagement
• Patient experience
• Cost reduction and resource utilization/optimization
• Patient and employee safety and regulatory adherence
• Practice Optimization with MD dyad
• Identifies and addresses behavioral operational and cultural barriers to change.
• Partners with medical director to problem-solve and to evaluate effectiveness of communication.
• Collaborates with Medical Director to ensure practice harmonization and process improvement.
• Develops and implements PDSA lean six-sigma trainings and
• Leads and facilitates effort to implement staffing model redesign.

Human Resources/Education/Training

• Manages recruitment interviewing hiring and orientation of new employees. Evaluates clinical staff supporting outpatient clinical operations. Composes and revises job descriptions as needed.
• Addresses and coordinates staff training needs; works with site supervisors to develop standards and ensure basic competencies for all staff. Supports site supervisors in identifying potential problem areas developing a system for objectively monitoring performance and creatively seeking solutions to foster quality improvement.
• Supports local site supervisor in providing leadership education guidance and professional development to personnel.
• Continuously optimizes staff roles and responsibilities to meet performance
• Responsible for grow conversations. Provides guidance and performance feedback regularly. Proactively follows-up on future plans for action.
• Revises supports and evaluates staff roles taking into consideration skills scope of practice patient and practice needs and core competencies. Seeks input and involvement of the Medical Director and OHSU as appropriate.
• Makes onboarding coaching and disciplinary decisions (per union contract and OHSU standards).
• Establishes work schedules and monitors work performance. Oversees staffing assignments vacation and leave approvals as well as time and attendance system. Ensures that schedules and assignments are made and adjusted based on sick calls special patient needs special assignments and training.
• Supervises workloads and monitors employee productivity.
  Reviews monitors and submits timely overtime reports.
• Ensures staff compliance with clinical competency licensure and scope of practice. Cultivates staff development by utilizing internal and external resources.
• Ensures that staff attends mandatory competency and training sessions.
• Acts as a resource for professional practice; interprets Nurse Practice Act.
• Maintains current knowledge of all labor contracts as required. Collaborates with Labor Relations and HR in resolving staff issues and interpreting the contracts.

Equipment & Regulation

• Works with building site supervisor to anticipate and facilitate needs for repair renovations replacement new purchases or modifications of work environment and equipment for the effective provision of services. Ensures work practices that meet health fire safety and regulatory requirements and compliance with DNV and HIPAA standards
• Works with the Network and Telephone personnel and other
  Administrative personnel to oversee the purchase and maintenance of all outpatient clinic equipment.
• Oversees physical environment and clinical equipment ensuring
  patient safety and anticipating patient family provider and staff needs.
• Trouble shoots equipment problems and facility maintenance
  Initiates repair requisitions and monitors corrective actions.

• Bachelors in related field plus 3 years supervisory experience in a healthcare or clinical setting or equivalent education and experience.
• Strong interpersonal organizational and communication skills needed. Ability to work on varied projects while managing day to day operations within the clinic. Work positively and constructively with a diverse group of faculty and staff. Must be extremely organized and detail oriented juggling a wide variety of responsibilities while managing priorities and deadlines.
• Ability to assist clinical staff with rooming when necessary.
• Proficient in Microsoft Office Suite.

• Previous OHSU health care experience or health care experience in a patient centered care environment.
• Academic medical group experience.
• Administration or oversight of an on- going project or program. Project Management Lean Six Sigma or performance improvement experience.
• Experience in primary care operations. Prior experience in budgeting and purchasing. Customer service experience or patient-centered care experience.
• Experience with EPIC or other patient information software.
• Experience with Press Ganey programs and surveys Epic access initiatives Cognos Aceyus strongly preferred.

Monday Friday 8-5; hours will vary depending on need. Overtime and weekend work as needed determined by need. Ability to stand for four continuous hours a day. Heavy computer use as well as ability to be on feet up to 8 hours a daily