Practice Manager at Kelberman Center Inc – Utica, New York

The Practice Manager is responsible for the strategic, operational, financial, and regulatory leadership of Kelberman’s clinical services. This role ensures efficient practice operations, financial sustainability, regulatory compliance, and an exceptional patient experience. ?The Practice Manager partners closely with clinical leadership to optimize productivity, oversee patient registration, scheduling and insurance verifications, establish and monitor Key Performance Indicators (KPIs), manage departmental budgets, and ensure compliance with OPWDD Article 16 regulations and relevant NYSED laws, rules, and regulations. ?This position serves as the operational and financial steward of the practice and reports performance metrics to executive leadership.

Role responsibilities include but are not limited to the following:

1. ? ?Strategic & Operational Leadership

• Provide overall operational oversight of clinic workflows, scheduling, and patient flow.
• Partner with clinical leadership to align operational strategy with quality-of-care goals.
• Establish, monitor, and adjust productivity benchmarks and KPIs.
• Lead workflow optimization initiatives to improve efficiency and access.
• Ensure effective coordination between administrative and clinical teams.
• Develop and implement process improvement initiatives.
• Oversees provider scheduling and access management for medical and behavioral health services.
• Monitors patient access metrics and appointment availability standards.
• Supports quality improvement initiatives tied to medical performance indicators.

2. ? ?Financial & Revenue Cycle Oversight

• Oversee insurance verification, prior authorizations, and scheduling?
• Monitor visit closure and ensure all encounters are documented accurately.
• Analyze reimbursement trends and denial patterns.
• Collaborate with Finance to resolve claim denials and improve collections.
• Monitor and manage departmental budget.
• Authorize expenses and implement cost control strategies.
• Identify opportunities to enhance revenue performance.
• Assists Finance with payer contracts and reimbursement rates.
• Tracks productivity metrics across multiple provider disciplines.
• Oversees authorization workflows.

3. ? ? Regulatory & Compliance Accountability

• Ensure compliance with NYS OPWDD Article 16 regulations and relevant NYSED laws, rules, and regulations.
• Oversee EHR documentation standards.
• Support audits, surveys, and regulatory reviews.
• Ensure policies and procedures are operationalized consistently.
• Maintain credentialing and payer compliance standards.
• Ensures compliance with Article 16 standards and documentation requirements.
• Supports medical quality measures, reporting requirements, and compliance initiatives

4. ? ?Data & Performance Management

• Collaborate with IT to develop and maintain real-time dashboards and reporting metrics.
• Monitor productivity, access, no-show rates, and financial performance.
• Present quarterly operational and financial reports to executive leadership.
• Implement corrective action plans when performance gaps are identified.

5. ? ? Leadership & Talent Management

• Supervise administrative and support staff.
• Recruit, train, mentor, and evaluate team members.
• Approve timecards, PTO, and oversee performance management processes.
• Promote a collaborative, mission-driven, patient-centered culture.
• Resolve patient concerns professionally and empathetically.

6. ? ? General

• Contribute to a positive work environment through collaborative team work and positive communication in alignment with the Kelberman’s culture, values and mission.
• Demonstrate excellent work attendance by being punctual and reliable for all scheduled shifts and meetings.
• Ensure compliance with all pertinent government and agency regulations and operating standards.
• Other duties as assigned.

REQUIRED SKILLS AND ABILITIES

• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Displays flexibility and openness in daily work and encourages others to stay open to change and improvement.
• Accepts and readily adapts to changing priorities, new ideas, strategies, procedures, and methods.
• Demonstrates and promotes respect toward coworkers and adapts behaviors to work effectively with varying people and situations.
• Excellent time management skills with proven ability to meet deadlines.
• Applies and actively shares knowledge, expertise, and best practices with team.
• Must possess the ability to make independent decisions when circumstances are warranted.

EDUCATIONAL REQUIREMENTS/QUALIFICATIONS/EXPERIENCE

• Bachelor’s degree with 3 years of related experience.
• Experience with medical practice management and familiarity with Medicaid managed care and medical billing requirements
• Knowledge of basic computer skills
• Travel and transport is required. Must have a valid NYS Driver’s License and require reliable transportation.
• This position has regular and substantial unsupervised or unrestricted physical contact with individuals receiving services and is required by law to be fingerprinted for a criminal history record check under OPWDD (Office for People with Developmental Disabilities) and/or OCFS (Office of Child and Family Services).