Manager clinical administration Job at University of Rochester (Rochester)

Job Description

Under the general direction, and direct supervision of the Sr. Administrator, serves as a member of the leadership team in the Child and Adolescent Division. Works in collaboration with the Clinical leaders and Sr. Administrator to develop systems/processes that will assure that standards are met and efficient operations are achieved. Carries out strategic goals as set by the Division’s leadership for Child and Adolescent Acute Services including Brighter Days Urgent Care, CA Partial Hospital Service, Child CPEP and the Child Inpatient Unit. Supervises, coordinates, and monitors the work activity of OAR and PSR staff. Oversees scheduling for providers, develops goals and objectives, and is responsible for collaborating on annual operating budgets. Builds/edits and reviews report in eRecord and Tableau. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I CARE values.

Job Responsibility

Under the general direction, and direct supervision of the Sr. Administrator, serves as a member of the leadership team in the Child and Adolescent Division
Works in collaboration with the Clinical leaders and Sr. Administrator to develop systems/processes that will assure that standards are met and efficient operations are achieved
Carries out strategic goals as set by the Division’s leadership for Child and Adolescent Acute Services including Brighter Days Urgent Care, CA Partial Hospital Service, Child CPEP and the Child Inpatient Unit
Supervises, coordinates, and monitors the work activity of OAR and PSR staff
Oversees scheduling for providers, develops goals and objectives, and is responsible for collaborating on annual operating budgets
Builds/edits and reviews report in eRecord and Tableau
Carries out responsibilities with considerable latitude for independent judgment
Fosters and enables a positive work environment by modeling the I CARE values
Ensure compliance with standards of care, HIPAA, OSHA and TJC policies
Oversee clinical compliance for quality assurance, documentation, and reporting
Change regulatory compliance signs as needed
Participate in Audit Pro Audits
Run PDSA Reports quarterly, sharing information at Performance Improvement Team monthly meeting and adding updated information to the visual management board quarterly
Generate productivity reports, clinic volume reports
Maintains practices emergency and disaster planning protocols, Go-Kits, Downtime Totes, and emergency Red Folder
Provider prescription handling
Updates front end emergency binders
Coordinates fire drills, active shooter drills, and emergency preparedness drills with leadership
Completes downtime computer testing when prompted
Collaboration with Dept. Billing Manager regarding billing operations procedures
Analyze, review and distribute monthly billing and financial reports
Ensure insurance pre-verification protocols are followed
Complete and process expense reports
Psych reports- review weekly- work with staff on resolving discrepancies
Utilize Tableau reports for operations, utilization, and revenues
Build/edit and review reports for various needs as needed
Tracking of readmission reports- monthly
Process supply and other types of orders timely and accurately from approved vendor lists
Ordering technology supplies and requesting quotes
Paying invoices
312 Req’s
Work with facilities and place orders for repairs that are needed
Ensures invoices are sent to psych backup for reconciliation
Utilize P2P system for payment and completing receipts
Management and tracking of purchase orders
Assist Sr. Administrator in development of annual budgets
Effectively manages within budgeted parameters
Prepare justifications for capital purchases
Complete annual asset review, tracking changes throughout the year for the following year
Develop cost reduction and expense management initiatives in collaboration with management
Hold staff accountable for target achievement
Implement strategies to grow practice services provided and census while maintaining levels of service and quality
Develop marketing materials (brochures, broadcast on lobby televisions)
Collaborate with URMC practice managers to promote clinic services and appropriate referrals
Monitors dashboards for quality improvement and to ensure that clinic is meeting its targets
Patient access and schedule builds
Responsible for building and monitoring provider schedules to ensure adequate visit volumes for patient access and financial performance
Review monthly bump rate with a goal to maintain 2% or below
Complete on-call calendar monthly and as needed and update Action Telephone
Open additional patient slots per provider request (communicated by nursing or OAR)
Block slots as needed for clinicians
Provider time off requests: Accept vacation requests and verifying on call schedule
Block schedule in Epic, and add time off to the provider schedule
Obtain Medical Director signature on all requests and then submit to the faculty support office
Demonstrate skill in resolving complaints, safety or quality concerns
Document and track to ensure safety and appropriate resolution of issues to improve quality of patient care
Monitors RL solutions, DPS reports monthly
Attend monthly meetings as scheduled/required, standing weekly meeting with OAR staff, attend in-service and other mandatory training sessions, routine written and phone communication with patients and staff, serves as primary point contact and liaison with Action Telephone, work with Medical Director on building schedules for medical trainees (residents, medical students, NP students, nursing students), Gatekeeper access, Update EScreenz as needed, participates with leadership teams to implement and update policies and procedures, develops agenda for and leads monthly Performance Improvement Team meeting, attends practice manager related meetings and communicates updates to the leadership teams
Responsible for recruiting, hiring, orientation, training, development and evaluation and management of non-clinical staff
Maintain compliance with employment law
Maintains required documentation related to disciplinary action, staff files, terminations, and other status changes
Ensure annual staff mandatories are completed
Ensure adherence to policies and procedures
Time management: time off requests and payroll for OAR/PSR
Monitors daily productivity reports to assess OAR/PSR performance
Other duties as assigned

Requirements

Bachelor's degree and 3 years relevant experience, including at least 2 years at a managerial level (personnel, fiscal and resource management)
Or equivalent related supervisory and administrative experience
5 years, minimally, of relevant experience in personnel, fiscal, and resource management relevant to the operations of complex clinical service systems
Demonstrated ability to be flexible and responsive in rapidly evolving health care environments
Excellent organizational and communication skills
Ability to lead in a positive, goal-directed manner

Nice to have

Demonstrated ability to be flexible and responsive in rapidly evolving health care environments
Excellent organizational and communication skills
Ability to lead in a positive, goal-directed manner
5 years, minimally, of relevant experience in personnel, fiscal, and resource management relevant to the operations of complex clinical service systems

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Manager clinical administration

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