Job ID: R1062586 Type: Full Time Location: Sewell, New Jersey Standard Hours: 40 Shift: 1st Shift
We are currently looking for a Sleep Practice Manager to join our team at Washington Township!
The Sleep Clinic Practice Manager is responsible for coordinating day-to-day sleep clinic operations to support safe, efficient, compliant, and patient-centered care. This role provides operational oversight for sleep technologists, non-clinical staff and clinic workflows, monitors key performance indicators, supports staff training and quality assurance, and collaborates with leadership, medical directors, referring providers, and operational partners to improve clinic performance and patient access. Contributes to vision and strategic planning for growth of the practice/ clinic. Promotes Virtua mission, vision, practice goals and philosophy and cascades all Virtua, VMG and office communications to direct reports as appropriate. Is compliant with Federal, state and local regulatory guidelines.
Schedule: Day Shift with no specific on-call requirements (note that the sleep center is a 24/7 hospital based service)
Location: Washington Township Sleep Center
Job Summary:
In collaboration with assigned practice(s) Lead Physicians, directs and coordinates administrative and clinical services for assigned practice(s) as part of the dyad leadership model. Provides 24 hour accountability and day-to-day oversight and supervision to ensure optimal operations, safety, highly functional business systems and quality patient care; ensures optimal patient access and customer satisfaction. Assists in setting the tone and atmosphere of the practice and creating a positive work environment. Contributes to vision and strategic planning for growth of the practice. Promotes Virtua mission, vision, practice goals and philosophy and cascades all Virtua, VMG and office communications to direct reports as appropriate. Is compliant with Federal, state and local regulatory guidelines.
Job Responsibilities:
Financial / Revenue Cycle Management
Oversees the daily/monthly expenditures, staffing and overtime hours. Ensures that assigned practice(s)’ staff follows all front-end policies and procedures including but not limited to completion of missing charges, claim edits, daily cash reconciliation, tracking referrals, and other receivable/collection tasks. Assist physician compliance with chart completion, charge entry, PAQ’s/ inboxes.
Identifies opportunities to increase patient volume and services while controlling expenses; creates implementation plan for improvement and executes improvement plan within budget.
Responsible for development and maintenance of assigned practice(s)’ budgets in collaboration with assigned practices’ Lead Physicians. Responsible for providing explanations to leadership regarding budget-to-actual variances, and taking timely and appropriate actions to mitigate negative variances.
Prepare critical daily, weekly, and monthly reports and provide data as needed. Assist with achievement of goals and objectives for metrics and reimbursement. Monitor and maintain records of provider CME and PTO.
Attend meetings/ education sessions to continually evaluate and improve compliance .
Workflows and Policies
Contributes to the development and implementation of policies and procedures that govern the operations of the practices/clinics and follows established policies and procedures, ensuring assigned practice(s) adhere to standards as set forth by health system. Assist with review/change of policies and procedures to reflect current regulations and best practices.
Responsible for achieving budget targets as well as goals for access and activities supporting referral management by monitoring Key Performance Indicator (KPI). Working with lead physician, takes appropriate action to foster improvement.
Monitors clinician schedule flow, utilization and adjustments including daily monitoring of capacity.
Maintain inventory, supplies necessary for operations
Assists providers with maintaining current licensure and credentials.
Reviews and develops a plan of correction for deficiencies noted during inspections, provides a written copy of such plan to leadership and implements action plan.
Makes written and oral reports and recommendations to leadership concerning the operations of the practice(s); presentations of best practices to management team
Give input and collaborate for development of system changes and upgrades.
Attend meetings, participate on committees.
Human Resource Management
Works collaboratively with Human Resources and Lead Physician(s) to effectively recruit, interview, select, and hire personnel for the practice, and provide justification for approval of positions
Ensures that an adequate number of appropriately trained professionals and personnel are on duty at all times to meet the needs of the patients and ensures licensures and certifications are kept current.
Accountable for supervision and retention of office staff, including training, coaching and development, as well as ensuring that all staff members are performing according to policy and STAR standards.
Payroll management including oversight of leaves, temp staffing requests
Conducts best people reviews (“BPR”s) and establishes goals for staff positions under purview
Quality
Responsible for oversight of Point of Care testing and compliance with State regulations. 24 hour accountability for maintenance of vaccines, controls, and refrigerator/ freezer temperature.
Participation in designated CPC + program, Value based synopsis, VPP reporting, and other programs as developed
Achieve goals and objectives set for practice
Responsible for oversight of sample logs and recall procedures
Customer Experience
Reviews Patient Satisfaction results and takes appropriate action to improve results, including preparing/contributing information necessary for dashboards
Acts as a liaison between VMG office personnel, Virtua and all external parties to ensure an outstanding customer experience.
Consults with Lead Physicians, Director of Practice Management, Medical Directors and staff concerning practice operations, problem solving and service improvement.
Maintains good relations with the public that serves the best interest of the practice and the community alike through patient family advisory councils
Maintains an excellent working relationship with the medical profession, providers, and other health related facilities and organizations.
Builds and develops relationships both within and external to the practice as well as developing outstanding communication skills.
Position Qualifications Required:
Required Experience:
3-5 years' experience in a medical practice or ambulatory medical setting as a Lead, Office Coordinator or Supervisor required. Knowledge of insurance (ICD-9 CPT coding, Medicare regulations, state regulations, CLIA, DOH, and OSHA regulations) preferred.
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Experience in an accredited sleep center or sleep lab strongly preferred. Experience with polysomnography workflows, HSAT operations, AASM standards, patient access workflows, EMR systems, scheduling platforms, quality audits, performance dashboards, and provider outreach preferred.
Strong understanding of sleep clinic operations, patient scheduling, lab utilization, and diagnostic testing workflows.
Ability to coordinate staff, prioritize operational needs, and support consistent execution of approved procedures.
Knowledge of quality assurance, accreditation readiness, infection control, documentation standards, and healthcare compliance requirements.
Ability to track and interpret operational metrics and communicate performance trends clearly.
Strong communication, customer service, and relationship-building skills with patients, colleagues, providers, and external partners.
Ability to handle sensitive information with discretion and maintain HIPAA compliance.
Proficiency with EMR systems, scheduling tools, Microsoft Office applications, reporting tools, and sleep-specific software platforms preferred.
Sound judgment, attention to detail, problem-solving skills, and ability to escalate issues appropriately.
Solid knowledge of and experience in billing and health insurance guidelines and practices, including commercial, Medicare and managed care payers.
Solid knowledge of and ability to use, electronic medical records, scheduling, charging, and billing systems.
Required Education:
Bachelor’s degree preferred.
Annual Salary: $66,950 - $104,059 The actual salary/rate will vary based on applicant’s experience as well as internal equity and alignment with market data.
Virtua offers a comprehensive package of benefits for full-time and part-time colleagues, including, but not limited to: medical/prescription, dental and vision insurance; health and dependent care flexible spending accounts; 403(b) (401(k) subject to collective bargaining agreement); paid time off, paid sick leave as provided under state and local paid sick leave laws, short-term disability and optional long-term disability, colleague and dependent life insurance and supplemental life and AD&D insurance; tuition assistance, and an employee assistance program that includes free counseling sessions. Eligibility for benefits is governed by the applicable plan documents and policies.
