Practice Manager - Outer Cape Health Services

Our Culture: Why work with us?

Joining Outer Cape Health Services isn't just about taking on a new role; it's about embracing a mission that goes beyond the day-to-day. Here, you become part of a dedicated team committed to safeguarding and nurturing invaluable community health resources. Our ethos is built on creating a vibrant and inclusive workplace where every team member is valued and recognized for their unique contributions.

Who We Are :

Our mission is to provide a full range of primary health care and supportive social services that promote the health and well-being of all who live in or visit the ten outermost towns of Cape Cod.

OCHS now cares for more than 18,000 patients annually, and no one is denied access to services due to an inability to pay. Founded in 1987 through the merger of Health Associates of Provincetown (established in 1972) and the AIM Medical Center in Wellfleet (established in 1966), Outer Cape Health has a long history of successful growth and expansion in pursuit of this mission. As a Patient-Centered Medical Home, OCHS holds itself to the highest standards. Ensuring patients have access to care when they need it and request it, and validating that staff are working at the top of their licensures, are foundations of this model.

Our Core Competencies:

At Outer Cape Health Services, our core competencies are the foundation upon which our organization is built, guiding us in our mission to deliver exceptional health services to our communities. Our focus on fostering teamwork ensures that we operate as a cohesive unit, valuing each member's contribution and working synergistically towards common goals. Integrity and honesty stand at the heart of everything we do, creating a culture of trust and respect among our team and the communities we serve. Embracing technology, we continually seek innovative solutions to enhance our services and operations. Finally, being customer-oriented, we prioritize the needs and well-being of those we serve, striving to exceed expectations and make a meaningful difference in their lives.

A day in the life of this role:

In accordance with the mission and under the general direction of the Operations Director, the Practice Manager is responsible for organizing and monitoring the health center's delivery of high quality and accessible patient care services, which includes the direct supervision of the site's Patient Service Representatives (PSRs). The Practice Manager works closely with the Operations Director, Director of Nursing, Nurse Manager, the site Medical Director, and other members of the clinical team to manage day-to-day operations.

The Practice Manager is responsible for management of logistics at the site including patient scheduling, monitoring practice staffing and capacity based on clinical schedules, coordination with the Facilities Department and oversight of site inventory. A key part of this role will be the review of clinical workflows and identification of opportunities for process improvement to allow for smooth operations and efficient use of clinical space. The Practice Manager will work with the clinical providers to ensure a quality-based, patient-oriented flow of work. Using a high degree of initiative and independent judgment, the Practice Manager will continually assess and direct a wide range of practice issues which will require discretion and judgment to organize priorities, complete tasks, and handle confidential patient information.  The position involves coordination of responsibilities related to practice management, patient care, administrative and clinical functions. An experienced Practice Manager with knowledge of EPIC, scheduling templates, policies, and compliance, as well as strong management experience, will be best positioned to succeed in this role.

Summary of duties:

• Oversees the daily operations of the Site, ensuring protocols are followed, clinical staff have supplies, functional equipment and a clean/safe physical space to do their job. Ensure sites represent a clean, safe, healthy and friendly environment.
• Directly supervises all PSRs at the site. Supervision includes hiring, orienting and training PSRs, identifying employee goals that are aligned with organization goals, ensuring team members have the tools and information they need to perform their job duties, and evaluating performance and addressing any performance concerns.
• Manages, maintains, and monitors clinical schedule. This includes coordination with the Operations Director and the clinical site leaders so that the Practice Manager can provide administrative oversight and direction to health center staff to ensure coverage for day-to-day scheduling needs. Informs the Operations Director of any concerns or areas for improvement.
• Responsible for the efficiency of the financial aspects of the site's front desk operations:  reception and registration functions; phone systems; patient flow; appointment scheduling.
• Processes time off requests and payroll timecards for assigned site staff. For direct staff (PSRs), the Practice Manager will manage both time off requests/approvals as well as managing the requests in OCHS' payroll system. In addition, the Practice Manager will functionally managing time off requests in the OCHS payroll system for site providers, but actual approval of provider time off requests (for both planned and unplanned time away) will require collaboration with the provider's clinical manager.
• Monitors approved visit volume budgets to ensure that departments remain within approved levels. Brings key trends to the attention of the Operations Director and COO.
• Under the direction of the Operations Director ensures compliance with all government, regulatory and contractual requirements for all Health Center services such as JCAHO, HRSA and DPH.
• Supports the Director of Operations on special projects, as needed.

What we need from you:

• Bachelor's Degree in related field preferred.
• A minimum of 5 years of work experience in a busy health care setting, preferably in a federally qualified health center or other primary care healthcare setting.
• A minimum of 2 years of supervisory experience required.
• Strong problem-solving, decision-making, interpersonal, communication, and performance management skills are essential.

Work environment:

• Work in Harwich Port location
• Attend/complete all required training and participate in meetings as required.

AAP/EEO Statement Outer Cape Health Services is committed to a firm policy in favor of equal employment opportunity and will abide by all applicable state and federal regulations by not discriminating against any applicant or employee on the basis of race, religion, color, creed, sex, age, national origin, citizenship status, marital status, sexual orientation, gender identity and expression, disability or veteran status. Our commitment to equal employment opportunities shall include employment, upgrading, promotion, demotion, transfer, leaves or other absences from work, layoff, compensation and benefits, selection for training or other education, professional opportunities and conflict resolution.

It is also the policy of OCHS to take affirmative action to employ and to advance in employment, all persons regardless of their status as woman, minority or individuals with disabilities or protected veterans, and to base all employment decisions only on valid job requirements.

Please inform us of any necessary accommodations required during the application process and/or at any time during employment.