Practice Manager

Envision yourself in a collaborative, inclusive, and innovative work environment that has a deep commitment to position our graduates for success in their professional and personal lives. Visualize applying your energy and skills for an organization that respects and cares about its employees enough to offer some of the best benefits of the industry while encouraging every team member to grow, collaborate, and provide input on how to consistently make the workplace a place people love to work. Imagine working at a college that welcomes everyone - students, faculty, staff, and community members - regardless of their backgrounds, beliefs, or traditions. If what was just described is what you look for in a workplace, welcome to the University of Colorado Colorado Springs (UCCS)!

This position is responsible for managing and overseeing the day-to-day operations of the Primary Care Clinic (PCC)/Peak Nutrition Clinic (PNC) and assisting the Center for Active Living (CAL) as needed. The duties of the Practice Manager include the following: monitoring billing and accounts receivable to ensure that the practice is receiving what is owed, ensuring that all staff are appropriately trained and comply with healthcare practice regulations, maintaining and updating the electronic medical record for the practice, contract management including vendor and third-party contracts, credentialing providers and maintaining credentials and requirements for insurance payers, and assisting with marketing, business development, and space management.

Who We Are:

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,000 undergraduate and 1,800 graduate students. We have a strong focus in fueling student success by creating, using, and maintaining a multitude of different offices and programs. Overall, UCCS is constantly focused of preparing our students to have success in the future, and we understand that every single employee on our campus has a significant effect on that focus. Find more information about working at UCCS here: https://hr.uccs.edu/work-at-uccs.

The city, which was recently ranked as the number nine Best Places to Live by U.S. News & World Report in 2023, known as Olympic City USA, rests at the base of Pikes Peak, the inspiration for the song "America the Beautiful" and a must-see for residents and visitors alike. With a mild climate and 247 days of sunshine each year, the Springs boasts some of the state's best recreation opportunities. Find out more about living in Colorado Springs through the Visit Colorado Springs page: https://www.visitcos.com/.

Job Duties:

The duties and responsibilities of the position include, but are not limited to:

• Oversees daily clinic operations. Identifies and resolves operational problems.
  
• Supervises assigned personnel and evaluates their performance on an annual basis.
• Monitors employee time sheets and leave records for all PCC/PNC employees and maintains the master clinic schedule.
• Ensures that the office is staffed appropriately.
• Is responsible for and monitors the work of all clinical staff at the PCC/PNC in collaboration with the Assistant/Associate Dean for Clinical Affairs.
• Maintains provider applications and credentialing information for participating health plans.
• Manages the EHR system and IT infrastructure and coordinates maintenance and repair with UCCS and software vendors.
• Manages accounts payable. Prepares daily bank deposits and daily reconciliation.
• Oversees all billing operations, coding, reimbursement, aged accounts, fee schedule management, and purchasing.
• Verifies quarterly NP on-call time and submits time to College HR representative for payment.
• Coordinates with the Assistant/Associate Dean and College Program Director of Marketing to ensure the Johnson Beth-El Clinic websites are current.
• Prepares monthly, quarterly, and year-end reports.
• Collaborates with the Assistant/Associate Dean on policy development, review, and implementation.
• Organizes staff meetings every month for all Johnson Beth-El Clinics.
• Maintains and ensures that patient satisfaction surveys for PCC/PNC are distributed to random patients bi-annually to provide feedback.
• Fields all patient concerns related to customer service and quality of care issues in PCC/PNC. Works to investigate and resolve said issues and refers the concern to the appropriate person if needed.
• Assists the clinical staff in establishing and maintaining a quality improvement (QI) program for the PCC/PNC to address customer service and quality of care issues.
• Establishes and supports efficient patient workflow through the PCC/PNC.
• Works with the Assistant/Associate Dean for Clinical Affairs and the college Finance & Accounting Manager to develop operating budgets for all Johnson Beth-El Clinics.
• Assists in current marketing plans for PCC/PNC and public relations with the community.
• Markets the PCC/PNC to potential community partners.
• Communicates program information to employees, staff, the University, and the community.
• Collaborates with other UCCS departments and external organizations to maintain positive working relationships and ensure effective operations at the Johnson Beth-El Clinics.
• Assists in recruiting, hiring, orientation, developing, and evaluating office staff and students in the PCC/PNC.
• Helps providers in the PCC/PNC to coordinate clinical opportunities for UCCS undergraduate, graduate, and doctoral-level nursing students.
• Oversees and approves office supply purchases, ordering signage,  name tags, business cards, prescription pads, and other items from the print shop for PCC/PNC.
• Supports and upholds established policies, procedures, quality improvement, safety and codes, and requirements for accreditation and regulatory agencies for the PCC/PNC.
• Coordinates building maintenance and repair requirements for the Johnson Beth-El Clinics space and associated common areas with UCCS facilities services.
• Coordinates shared space and shared services with Peak Vista and the City Employee Medical Clinics.
• Provides oversight of compliance and training issues.
• Analyzes and negotiates managed care contracts.
• Maintains patient confidentiality.
• Provides coverage at the front office as needed.
• Performs other related duties as directed or required.

Typical Percentage of Work:

• 80% devoted to day-to-day operations
• 10% devoted to provider credentialing
• 10% devoted to ensuring compliance issues are met and staff development

Work Location: Onsite (100%) or Hybrid (40% remote, 60% on-site)

This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

What We Offer:

Salary Range: Generally starting at $45,588 - $62,880 per year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado Colorado Springs offers excellent benefits, some of which include:

• Medical insurance, with the lowest cost option being $0 to the employee
• Dental, Vision, Life and Disability insurance
• Generous paid vacation and sick time accruals (14.67 hours of vacation and 10 hours of sick accrued per month, prorated if part-time)
• Mandatory retirement plans. Employees contribute 5% of their annual compensation. CU doubles that and contributes 10%
• Tuition Assistant Benefit available to you or a dependent
• Paid Parental Leave after 12 months of employment
• Off Campus Housing Resources

Tentative Search Timeline:

• Priority will be given to applications submitted by January 25, 2024. However, this posting will remain open until filled.
• The potential dates for interviews with the search committee will be the week of February 5, 2024.
• The potential dates for interviews with the supervisor and appointing authority will be the week of February 19, 2024.
• The potential employee start date is March 2024.

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check. 

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

Please note that while the position details both required qualifications as well as preferred qualifications below, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications, have passion for the work, along with experience in a related field, you are encouraged to apply. We encourage on-the-job training for any additional skills or knowledge that become relevant to the position.

Minimum Qualifications:

Applicants must meet minimum qualifications at the time of hire:

• Bachelor's Degree
  
• Three years of experience in medical office management

Preferred Qualifications:

• Master's Degree in Business / Healthcare Administration or related field
  
• Five or more years of medical office management
• Five or more years of billing, coding, and collections experience in an outpatient setting
• Three years of billing, coding, and collections experience
• Billing/coding certification
• One year of experience with e-Clinical Works (EMR)

Physical Requirements:

• While performing the duties of this job, the employee is frequently required to sit or stand.
  
• Employee is occasionally required to stand and walk.
• Tasks may involve looking at a computer screen continuously for long periods of time.
• Hearing with normal range.
• The employee must occasionally lift and/or move up to 20 pounds.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.