Practice Specialist

Northern Light A.R. Gould

Department: Orthopedic Clinic

Position is located:Northern Light A.R. Gould Hospital

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 8:00 AM to 4:30 PM

Summary:

The Practice Specialist is a lead position providing administrative support for the non-clinical staff in the ambulatory practice. The Practice Specialist assumes leadership responsibility for the department in the absence of the Supervisor. The individual is responsible for the personnel management, including assisting with hiring, orientation, onboarding, evaluation, discipline, coaching, and mentorship for administrative staff and others as assigned in the department. The individual is responsible for coordinating patient and staff schedules and being an expert in the role of Patient Services Representative (PSR) and is knowledgeable of the referral process. In addition, the individual collaborates with leadership and providers to lead workflow changes, process improvement, and in delivery of excellent patient care. The individual must also partner with the leadership team to ensure fiscal responsibilities. Works collaboratively with access management, referral specialists, registration, coding, and other departments to ensure quality patient care.

Responsibilities:

• Supervision and development PSRs, referral specialists, clerical personnel, including orientation, competency review, assistance with interviews, coaching and discipline, evaluation, scheduling, assisting with timecards, and documentation.
• As an expert in the area of specialty, assists with coverage of the department as needed for surges or absence of others; typically, able to perform skills of one or more of the frontline staff positions expertly.
• Develops, reviews, implements policies, workflows, and procedures for the department.
• Assists the operations supervisor and manager with/plans performance improvement activities, including data collection, audits, research, and reporting.
• Delegates/ assists with implementation of the budget and office supply management for the department.
• Assures the ambulatory practice meets regulatory and safety requirements, including maintaining readiness for surveys.
• Other duties as assigned.

Other Information:

• This is a non-clinical supervisory position responsible for day-to-day operations, including coverage of the department in the absence of a supervisor. Has no direct reports in INFOR. Must be able to cover multiple areas and roles within the department. Is responsible for overseeing administrative aspects of the department in collaboration with the manager.
• Part of Professional Ladder for ambulatory practice administrative staff (PSR--> Referral Spec--> Practice Spec.)

Competencies and Skills

• Coding and reimbursement software for Health Information Systems.
• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
• Acts Strategically: Creates effective plans that anticipate future consequences and opportunities and is able to connect the day to day operations to longer-term objectives, shifts in the industry, and system goals.
• Adobe Acrobat
• Applies Business Acumen:Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get results that meet financial as well as other business goals. Recognizes opportunities for new services and products and acts accordingly, taking measured risks into consideration. Possesses a thorough knowledge of their field and independently carries out their work in accordance with professional standards of the profession.
• Arithmetic
• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Electronic medical record software.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
• Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.
• Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.
• Develops Self and Others:Takes responsibility for engaging in professional self-development activities and programs. Strives to gain insight into their own values, strengths and weaknesses, interests and ambitions and takes action in order to enhance competencies and skills when possible. As a leader, encourages and guides employees towards growth opportunities to enhance performance and help them reach goals. Reviews and analyzes employees' strengths and weaknesses to distinguish their talents and development needs, and to ensure they are enhanced appropriately.
• Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
• Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
• Fosters Innovation: Employs and encourages the use of meaningful creativity in solving challenges. Proactively identifies opportunities and uses new approaches to enhance processes, systems and services. When appropriate, suggests or initiates new strategies, products, services, and markets.
• Influences and Inspires: Builds enthusiasm and commitment among others to move in a desired direction and models it personally. Creates a compelling vision of success that motivates workplace initiative and energizes others to follow. Provides direction and guidance to encourage cooperation between team members in order to attain an objective. Has the ability to appropriately influence others' actions and decisions with and without express authority.
• Human Capital, Supply Chain and Financial Software.
• Spreadsheet application with the ability to use calculations, formulas, graphing tools, pivot tables, and a macro programming.
• Word processing, spreadsheets, data entry, database experience and other computer related skills.
• Email application with the ability to manage email as well as calendars, managing tasks and contacts, note taking, journaling, and web browsing.
• Presentation software with the ability to create presentations with the ability to incorporate animation, audio, video, time delays, as well as designing themes and variants with animations and effects.
• MS Teams
• Word process application with the ability to create and edit documents, format, use tables, apply footnoting, create table of contents and mail merge techniques.
• Multi-line phone, scanner, photocopier, fax, and internet.
• Experience with operating a network.
• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
• Promotes Health and Safety: Promotes a healthy and safe environment for patients, employees and visitors. Advocates and models healthy physical and mental health behaviors even in challenging circumstances. Sets high quality standards and strives for continuous improvement and quality assurance by reporting and encouraging others to report near misses and safety issues.
• Public Speaking
• Resolves Conflict: Promptly acts to find alternatives/solutions when team members disagree. Addresses issues in a direct, honest, and appropriate manner. Handles conflicting interests diplomatically and helps to solve them. Transforms difficult situations into teachable moments using respect and accountability .
• Seeks Process Improvement & Applies System Thinking: Possesses and gains insight into situations, problems and processes. Understands the interconnection between organizational elements. Deconstructs problems and systematically investigates the various components. Considers the impact of actions on the entire process/system. Detects problems and opportunities, recognizes important information, and links various data to trace potential causes and relevant details.
• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.
• Siemens Clinical software.
• Business intelligence and data analysis software.
• Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.
• Zoom

Education

• Required High School Diploma/General Educational Development (GED)* Associates Degree within 24 months of hire. * Bachelors' Degree preferred. * In lieu of education, two years of experience is required per year of required education, exclusive of the minimum experience identified above.

Working Conditions

• Work with computers, typing, reading or writing.
• Prolonged periods of sitting.
• Prolonged periods of standing.
• Prolonged periods of walking.
• Potential exposure to abusive and/or aggressive people.
• Potential exposure to diseases or infections.
• Potential exposure to noxious odors.
• Work beyond the regularly scheduled hours.
• Lifting, moving and loading less than 20 pounds.