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Position Summary:
We have an exciting opportunity to join our team as a Practice Manager, Transplant Institue.
In this role, the successful candidate The HCC3 Practice Manager is responsible for overseeing all clinic operations of the Transplant Institute (TI) by establishing and tracking operational performance metrics and implementing necessary strategies to ensure efficiency and alignment with the Institutes goals and strategic plans. The ideal candidate will demonstrate strong leadership, organizational, and communication skills, with a commitment to supporting TI operations and enhancing. Reporting to the Director of Operations, incumbent serves as a member of the Transplant Institutes (TI) management team. S/he will be responsible for training, supervision, and development of staff and ensuring efficient clinical and administrative operations. Incumbent will be responsible for launching our new ambulatory clinic space.
Job Responsibilities:
- Day to day management of clinics
- Ensure clinical engineering needs are met in throughout the clinics
- Ensuring the clinic is up to regulatory standards (Joint Commission), completion of survey standards each morning
- Management of TCA, Medical Assistants, Front desk staff, and administrative assistants, select associate transplant coordinators, and Administrative Supervisor
- Ensures all patient care related issues in regards to clinics, administrative support are met.
- Cisco/telecom reporting oversight
- Front desk registration oversight
- Ensure clinic charges are captured correctly
- Ensures all clinic schedules and templates are maintained across transplant institute clinic locations. Ensures any rescheduling or clinic blocks are taken care of. Monitor utilization of templates and optimize efficiency between current clinic locations.
- Ensures timely answering of patient calls and appropriate triaging by staff. Ensures escalation of clinical issues in a timely manner.
- Departmental resource maintenance: Ensures maintenance of the conference room and conference room schedule. Ensures proper assignment of workstations for department staff. Schedules and assists with clinic maintenance as needed.
- Manages and triages, all facility, building services, and telecommunication, requests for clinic operations for the Transplant Institute.
- Works with offsite vendor and staff to ensure accurate materials and processes. Maintains TI storage and ensures compliance with our procedures.
- Inventory Management – Understands use and purpose of supplies. Orders supplies for the office in accordance with departmental and hospital policies. Adheres to budgetary restrictions. Ensures adequate supplies of office supplies and clinic supplies.
- Recommends staffing, trains/orients, and assigns staff. Provides leadership and direction to facilitate optimal standards of performance, evaluates performance, and makes recommendations for personnel actions.
- Ensures staff empowerment and patient and caregiver satisfaction.
- Ensures quality assurance and performance improvement of all clinic operational functions
- Responsible for all compliance and regulatory requirements in a high-acuity environment.
- Collaborates with Associate Directors and NP/operational managers and TCAs to implement and/or modify workflows required to provide patients and their families with the world class treatment and care.
- Ensures optimal clinic efficiency and economic performance of the HCC3 clinic
- Provides and maintains effective, collaborative communications with the TI leadership team, staff, faculty, health system, and community at large. Facilitate management & staff participation in TI operations and NYULH programs.
- Provides leadership and management of assigned staff and programs. Provides assistance to direct reports and colleagues in establishing TI philosophy/objectives and policies and procedures.
- Consults and informs TI leadership of problems related to the clinic operations of the institute.
- Recommends changes in policies to carry out TI objectives.
- Manage complex workflows, optimize staffing models
- Oversee the FGP Administrative Supervisor who leads a team of FGP medical secretaries to improve the administrative support to physician faculty members.
- Resolves all complaints and problems using independent judgment and decision-making skills, to ensure staff, patient and caregiver satisfaction
- Demonstrates knowledge of the organization’s Core Values and incorporates them into the performance of duties.
- Trains staff according to specific job responsibilities and expectations. Supervises and manages the professional development of direct reports. Provides on-going guidance to staff and on-the-job training as needed.
- Ensures appropriate cross-training and cross-coverage for all practice clinical activities
- Owns time keeping process by managing the MyTime and PeopleSoft time keeping systems, making all necessary adjustments to staff time and performs penultimate review of staff time
- Main TI contact for all complex clinic items and serve as a liaison between all staff, faculty, and other departments to facilitate smooth communication and coordination
- Demonstrates discretion in handling of confidential materials.
- Develop and implement standard operating procedures for clinic support functions.
- Provide training, mentorship, and performance evaluations for direct reports.
- Troubleshoot conflicts and clinic operations issues, escalating as needed.
- Ensure compliance with institutional policies, HIPAA regulations, and confidentiality standards.
- Collaborate with TI leadership on staffing needs, recruitment, and onboarding.
- Prioritizing assignments in order to complete work in a timely manner when there are changes in workload, assignments, pressures of deadlines, competitive requirements, and/or a heavy workload.
- Be an exemplar for demonstrating communication skills: using appropriate vocabulary and grammar when obtaining and conveying information to patients, physicians, nurses, and staff at various levels; in person, over the phone, in writing, and in electronically sent messages.
- Remains current on latest best practices, policies and protocols (including workflow updates, FOCUS trainings, and job-related tasks)
- Performs other duties as assigned.
Minimum Qualifications:
To qualify you must have a Bachelor’s degree in healthcare administration
3+ years of transplant office management required
Transplantation certification preferred.
The successful candidate must also possess excellent interpersonal, verbal and written communication, and organizational skills. Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred). Ability to multi-task and/or coordinate multiple assignments is required. Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing with excellent problem-solving skills.
Must be knowledgeable on regulatory requirements, business, financial, service line and insurance requirements affecting clinical services. Knowledge of research, medical, and business ethics. Ability to communicate and collaborate with the management team, administrators, physicians, advanced practice providers, nurses, and other health system personnel.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you’ll feel good about devoting your time and your talents.
At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.
NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.
View Know Your Rights: Workplace discrimination is illegal.
NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $84,577.92 – $109,200.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
To view the Pay Transparency Notice, please click here
Salaries shown on independent jobs related websites reflect market averages and do not represent information obtained directly from NYU Langone. We invite and encourage each candidate to discuss salary/hourly specifics during the application and hiring process.
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About NYU Langone Health
Be Where Everyone Is Dedicated to Exceptional Care
NYU Langone is a world-class, patient-centered, integrated academic health system with Magnet®-recognized status by the American Nurses Credentialing Center (ANCC). Our trifold mission to care, teach, and discover is achieved daily through NYU Langone’s inclusive culture devoted to excellence across the organization. Here, you can advance your career supported by exceptionally talented faculty and staff in an environment where everyone works together to deliver the best possible outcomes for our patients.
Our Hiring Process
Joining Our Team
Get ready to start your career journey at NYU Langone, where cutting-edge research meets compassionate care, and discover how you can contribute to shaping the future of medicine.
Step 1
Apply Online
The NYU Langone hiring process begins with you applying through our online portal. Be sure to update and upload your resume. Shortly after you submit your application, you will receive an email confirmation. Ten days after applying you will receive a talent assessment to be completed.
Step 2
Schedule Interviews
If selected to continue the interview process, HR will reach out via phone or email first. Then, depending on your position, they will schedule an interview with unit managers or team members. You are encouraged to dress professionally for all interviews.
Step 3
Receive Offer
If you successfully complete the interview process and are identified as a finalist for the position, we will require that you complete a professional reference process. After evaluating the completed references, a decision will be made on who will receive a preliminary offer. If you receive a preliminary offer, HR will start the onboarding process with an agreed-upon tentative start date.
Step 4
Training & Orientation
You will be contacted by an onboarding specialist who will work with you on your pre-boarding requirements. Once fully cleared, we will ask you to complete compliance orientation regulatory training. On your first day, you will attend an online required orientation to acclimate to the health system and report to your new department based on instructions provided by your hiring manager.
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