Primary Care Assistant Manager

General Statement of Responsibilities:

This position has shared responsibility for the supervision of the Primary Care operation areas including, staffing, training, instruction, and evaluation of the front desk and scheduling in the clinic.

Supervisory Tasks (40%):

• In coordination with the Associate Director of Operations-Primary Care is responsible for the day to day operations of the Primary Care clinic and the communication of daily changes in other departments that affect the patient flow experience throughout Boynton Health (BH).
• Accountable for the management of the schedule for Primary Care and Nursing. Making decisions to promote smooth patient flow by identifying coverage for gaps in service lines (sick calls, vacations, outreach, CME, FMLA). Daily scrubbing of schedule to address potential issues proactively.
• Assist with preparation, analysis and management of provider schedules to maximize clinic efficiency.
• Responsible for processing and coordination of in house referrals.
• Coordinates the scheduling of meetings and committees for providers.
• Works with the Associate Director of Operations-Primary Care to assemble data, prepares administrative reports, and supervises the business correspondence of the unit.
• Advises and assists staff in implementing programs, including appropriateness of expenditures, policies and procedures.
• Responds to patient complaints and customer problems (both internal and external) promptly, courteously, and in accordance with established policies and procedures and follows-up to ensure problem resolution.
• Supervises Primary Care Support Staff and Scheduling Coordinator.
• Participates in the training and orientation of new staff.
• Works with the clinic directors to utilize the staff efficiently and to develop their abilities and skills.
• Conducts performance appraisals for supervisees and provides additional input and feedback.
• Ensures that staff comply with BH policies; communicates changes in policy or procedures.
• Promote a safe, equitable, and respectful environment in which concerns can be addressed effectively.

Administrative Tasks ( 35%):

• Serves as central contact for the Primary Care Clinic Leadership to forward new business office procedures for implementation.
• Serves as central contact for Patient Services Representative staff, other BH staff and for Primary Care patients for clinic policy, procedures and questions.
• Communicates with Administration, Building Services, Patient Accounting, Quality Assurance, EHR, Medical Records and other BH departments.
• Coordinates with EHR system support staff to implement procedures for program upgrades.
• Coordinates Primary Care events or those events that are in collaboration with other areas of the University.
• Participates in the Primary Care Leadership team to discuss clinic-wide issues.
• Analyzes and reports providers' compliance with Primary Care procedures that affect the functionality of record keeping and clinic procedure.
• Participates in committees as appointed by the Associate Director of Operations-Primary Care.
• Provides support to members of the Primary Care Leadership team regarding highly sensitive clinical and personnel issues.
• Edits, types and proofreads clinic correspondence, documents, etc. (Knowledge of medical terminology may be utilized.)
• Provides technological and administrative support for both the clinic and the Primary Care Clinic leadership team.
• Responds to emails sent through BH's general website that request Primary Care information and provides proper follow up.
• Assist with organizational compliance processes.

Budgetary Responsibilities (10%):

• Assists in preparing the annual Primary Care clinic budget with Primary Care Leadership and Associate Director of Operations-Primary Care.
• Overseas and orders of clinic equipment and supplies from BH and outside vendors.
• Monitors submission of charges to third-party guarantors for payment.

Financial Tasks (10%):

• Notifies patients regarding eligibility issues; e.g. No current Student Service Fees, discuss out of pocket expense options for patients.
• Acts as departmental information source for patient accounting questions and procedures.
• Notifies Patient Accounting regarding charge corrections or errors, billing holds and adjustments.

Miscellaneous Tasks: (5%)

• Other duties as assigned.

Required Qualifications:

• Demonstrated commitment to promoting a culture that respects and advances diversity and inclusion.
• BA/BS in healthcare administration or a related field and 2 years of administrative experience, or a combination of related education and work experience to equal at least 6 years.
• Experience in a clinical or health care office setting.
• Experience as a supervisor or manager in a work setting.
• Proficient in Word, Excel, PowerPoint, Google Suite applications, Zoom and other software systems.
• Competent in use of Electronic Medical Record system.

Preferred Qualifications:

• Experience working with individuals from diverse racial, ethnic, and socioeconomic backgrounds.
• Master degree in Business or Health Care field.
• Previous experience in a health care setting
• Experience in a related medical clerical position or an equivalent receptionist position with experience
• Excellent customer service focus & skills.
• Must have the ability to use independent judgment to perform a wide variety of tasks in a professional manner.
• Strong communication and interpersonal skills.
• Ability to prioritize, problem solve and multitask and perform in a high demanding environment.
• Able to perform well under pressure and can handle multiple tasks at one time.
• Excellent problem solving skills.
• Previous experience with Point and Click Electronic Medical Record system.

About Boynton Health

Boynton.umn.edu

Boynton Health's mission is to improve the health and wellbeing of University of Minnesota students and the campus community. Our vision is to ensure that the University of Minnesota, Twin Cities is the healthiest campus in the nation.

Pay Range: $35 - $41 hourly depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.