The Practice Manager oversees operations at Scappoose Family Medicine, a complex family medicine residency clinic and designated Rural Health Center, and is responsible for assuring quality care and continuity for patients and families. 

 

The Practice Manager provides consistent leadership by example in support of all aspects of the mission of OHSU and the Department of Family Medicine, including teaching, research, patient care, community partnerships and public service. They represent the clinic at department, primary care, ambulatory and external forums.  They lead and participate in clinic meetings, and ensure implementation and alignment of processes in accordance with instituional guidelines.

 

On a day-to-day basis, they guide and oversee business and clinical operations, ensure efficient use of resources, manage clinical workflow and efforts of clinical staff, ensure adherence to OHSU policies and procedures (including DNV and State regulatory standards), and ensure facilities meet organizational standards.  The Practice Manager also participates in the constrcturion, tracking and implimentation of the annual budget and strategic plan. These responsibilities are performed in a manner that is consistent with expectations of the Department of Family Medicine and Ambulatory Care.

 

They Practice Manager also oversees human resource functions in the clinic, including compliance and staff development.  They directly supervise clinic supervisors, adminsitrative support staff, and clinic Registered Nurses, and indirectly supervise front and back-office staff.  Supervision is conducted in a manner consistent with the instituion’s and department’s philosophy and leadership.

 

The Practice Manager reports directly to the Director of Clinical Operations, Family Medicine, and works in collaboration with the Clinic Medical Director and clinic leadership team.  They are actively engaged in the community and maintain working relationships with leaders across the OHSU system.   

 

The Practice Manager is on Call 24/7 for potential clinic and safety issues needing prompt attention.  The Clinic is open 8-8 M-F and Saturdays 9AM-1PM.  Budget responsibility: 45 FTE, $11 million expenses, annual visits 35,000 for 12,500 patients.

 

This position also comes with great benefits! Some highlights include:

• Comprehensive health care plans. Covered 100% for full-time employees and 88% for dependents for .9 FTE and higher.
• $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Paid time off- 208 hours per year (full-time)
• Extended illness bank- 64 hours per year
• 9 paid holidays per year
• Three weeks of paid parental leave
• Adoption assistance program (up to 5k)
• Substantial Tri-met and C-Tran discounts
• Tuition Reimbursement
• Innovative Employee Assistance Program (EAP)

Clinical Practice Management:

• Develops, maintains, and implements practice policies and procedures.  A key leader of transformative changes to the care delivery model as it is adapted to the rapidly changing health care environment.  Provides leadership on development and implementation of standards of practice.
• Leads and participates on committees. Ensures practice compliance with regulatory requirements. 
• Oversees inventory of all supplies and equipment. 
• Serves as liaison in coordination of support services for practice operations.
• Leads and/or assists with implementation of grants and projects. 
• Demonstrates knowledge of standards developed by organizations monitoring patient care including, but not limited to DNV and CLIA. In conjunction with clinical staff, coordinates patient flow.
• Monitors patient outcomes, especially patient experience, as well as quality metrics in general. Actively shares results with staff and develops appropriate action plans for improvement.  Ensures that patient education materials are available and current.
• Assists in planning and scheduling patient education classes and related services.
• Oversees patient complaints and monitors customer service delivery. Makes periodic reports to the Patient Advisory Committee regarding the patterns of complaints and our responses to them.

Personnel Management:

• Assumes responsibility for coordination of all clinical activities for faculty clinicians and residents, in conjunction with the Medical Director.  Works with Medical Director regarding faculty and resident issues.   
• Directs the work and supervises the Front and Back Office Supervisors.  Indirectly supervises front and back-office staff, RN’s and Behavioral Health staff. 
• Monitors direct patient care to ensure appropriate use of all front and back-office staff. Monitors staff adherence to policies/procedures and to maintenance of standards of care. Plans, assigns and approves work.
• Ensures assigned staff adequately meet workload requirements. Hires, evaluates, counsels and dismisses personnel. Responds to AFSCME grievances. Conducts staff meetings. Recommends salary adjustments.
• Identifies training and development needs of staff and coordinates in-services to meet staff needs. Orients new staff and coordinates training.
• Monitors staff time and attendance.

Administrative Functions - An active key member of the Leadership Team:

• Leads in setting and achieving goals and objectives for the practice and provide direction and guidance for other clinic managers and supervisors.
• Demonstrates knowledge of capital purchases, payroll and billing processes.  Keeps abreast of all expenditures, revenues, workloads and general clinic performance in terms of costs, quality, and patient satisfaction.  Assists with grant budgets, required cost reports, annual audit, and strategic plan.
• Works with DFM CFO to create and meet budget expectations.
• Assists with QI planning and implementation, particularly with Lean projects. 
• Leads and assists with development of new programs; implement security protocols and Patient Experience interventions
• In conjunction with DFM CFO, Works with UMG billing entity to assure correct submission and receipt of payments from insurance providers and to assure optimization of revenue.
• Fully promotes and complies with the Code of Conduct; OHSU Health Care System and departmental policies and procedures. Develops or modifies policies and procedures as needed and participates in ongoing continuing education focused on improving professional and practice management skills.

Leads patient Centered Primary Care Home (PCPCH) and other primary care medical home projects:

• Incorporate new payment models included in PCPCH.
• Develop performance targets (non-visit based) that reflect the values of PCMH and are reinforced by incentives derived from new payment models.

Key Deliverables of the role: 

• Focus on growing visit volume while maintaining balanced budget. Patient experience scores, clinical compliance, high functioning staff, efficient patient flow/clinical operations.
• Participates in oversight of grant proposals, quality assurance and data reporting to ensure benchmarks and deadlines are met.

Develop local marketing/promotional programs that enhance clinic visibility in the community.

 

Other Duties as Assigned

 

Clinic Specific Responsibilities:

• Develops annual clinic operations strategy designed to align clinic operations with OHSU Health Ambulatory fiscal year priorities.
• Community integration and Clinical transformation. Serves as a member of various community groups seeking to advance Family medicine as an integrator of full spectrum care within Columbia County. Partnering groups include but are not limited to Columbia Pacific CPCCO, Colombia County Public Health, Columbia County Mental Health, Columbia Care Center.
• Maintains Federal Rural Health Certification following Health Resource Service Administration (HRSA) regulatory guidelines. Partners with Oregon Office of Rural Health to advance the practice of rural medicine in Columbia County
• Acts as a keen observer of market trends and community health needs assessment reports to identify, scope, propose and execute on service growth opportunities in targeted populations and care delivery models including but not limited to, ancillary services, digital health, community paramedicine, hospital at home, specialty care and post-acute care/transitions of care.
• Maintains knowledge and expertise as an emotionally intelligent leader fostering joy in practice, creates, implements, and maintains staff wellness programs and supporting infrastructure.

• Bachelor’s Degree in related field 
• 5 years supervisory experience, or equivalent education and experience.
• True healthcare generalist, capable of balancing the needs of patients, staff, and providers.
• Ability to relate to people from diverse backgrounds including patients, staff, and providers.
• Ability to develop systems/workflows that support staff and providers working at maximum capacity.
• Ability to guide, develop mentor and work collaboratively in a team-based environment.
• Strong verbal and written communication skills
• Timely follow up.
• Proficiency with MS Office suite, to include Word, Excel, and PowerPoint

• Master’s degree in related field
• Experience in:
  • Managing projects and teams in matrixed organizations
  • High volume ambulatory care patient flow
  • Primary care operations and quality improvement strategies
  • Budgeting, purchasing, and payroll.
  • Working directly with culturally diverse patient populations
• Experience in:
  • Lean management principles and/or related quality improvement methodologies
  • Working with underserved populations
  • Patient Centered Medical Home / Patient-Centered Primary Care Home models.
  • Working with electronic medical records, preferably Epic
• Project Management or Practice Management Professional Certification

Clinic Hours Monday - Friday (7:30am - 8pm) and Saturday (8:30am - 1pm)

Location is at Scappoose Rural Health Clinic in Scappoose, Oregon. Weekend and evening work may be required. Employee will need to flex hours as needed to achieve required outcomes of position. Some travel is required.
This position works in a busy environment with a lot of interruptions, multiple demands, and people interactions. Requires effective collaborative working relationships with Director of Operations, Medical Director, Quality Manager, Chief Financial Officer, OHSU VP of Ambulatory and others.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.