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 for Radiation Oncology clinics at Kohler Pavilion on Marquam Hill and at the Knight Cancer Institute, Beaverton in 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 day-to- day 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 clinical leadership in developing patient workflows and continuums that facilitate patient safety and optimize clinical outcomes.
• Anticipates operational and functional requirements to enable program development and expansion.
• Manages the day-to-day operations of the physician clinical practices. This includes developing business and clinical flows that facilitate patient satisfaction and maximize physician and staff efficiency.
• Meets with patients and other providers to discuss workflow issues that arise from their perspective.
• Oversees the physical environment and clinical equipment, ensuring patient safety and anticipating the needs of patients, families, providers, and staff. 
• Exercises exceptional judgment and makes sound business and clinical decisions in adjusting to changing patient demand and flows.
• Keeps abreast of all licensure, regulatory, and safety requirements. Ensures that department complies with FDA, CMS, DNV, OHSU and other
• regulations.
• Keeps current of the clinical research protocols that are active. Ensures that staff are current and can direct patients to appropriate services if needed.
• Oversees Managed Care Contracting (MCC) workflows and staff performance. Works closely with OHSU Practice Plan, Revenue Cycle, and Patient Business Services staff to ensure an optimal revenue cycle.
• Utilizes patient satisfaction survey results and reports from the Patient Advocacy Office to monitor patient and family feedback. Develops corrective 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 system-wide committees and participates in Oncology Service Line initiatives. Responsible for all reporting risk-related 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 time-to-service indicators including: telephone wait and hold times; time to service appointment availability; insurance authorizations; provider referrals; patient satisfaction; and check-in and wait times. Communicates performance indicators and makes staffing and system adjustments as needed.

Human Resources

• Provides leadership, education, guidance, and professional development to staff.
• Proactively assess staffing needs. Directs recruitment, interviewing, hiring, orientation, training, and performance review of the team. 
• Ensures staff compliance with clinical competency, licensure, and scope of practice.
• Continuously optimizes staff roles and responsibilities to meet performance goals. 
• Models performance and service excellence for faculty and staff.
• Maintains current knowledge of all labor contracts. Collaborates with Labor Relations 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 one-on-one 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 operating budgets, and capital budget proposals.
• Responsible for staying up-to-date on insurance contracts that affect the department. Ensures that all services rendered are authorized for payment and that patient insurance coverage is regularly verified.
• Ensures that cash collections practices comply with Revenue Cycle policies and with audit guidelines.
• Responsible for collaborating with Director and Hospital Administration in the care of under or uninsured patients.
• Monitors and ensures budgetary compliance to the approved budget including reporting on variations and problem solving for budgetary concerns. Supports the development of the fiscal year budget and submissions for the clinic.

Education:

• Bachelor’s 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 Knowledge, Skills and Abilities (Competencies):

• Must demonstrate outstanding verbal and written communication, customer-focus, and problem-solving skills. Pleasant, outgoing demeanor, with excellent judgement. 
• Detail-oriented 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 self-prioritize, and to consistently meet due dates and timelines 
• Ability to work in a collaborative, team-centered 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, fast-paced 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:

• Master’s degree in related field

Experience:

• Previous OHSU or oncology leadership experience

Job Related Knowledge, Skills 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.

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.