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Administrative Manager (179)

Company: Partners Healthcare System
Location: Chelsea
Posted on: September 14, 2022

Job Description:

The Administrative Manager, under general supervision from the Sr. Administrative Director of the Chelsea Health Center, works collaboratively with the medical director and nurse manager to oversee the day-to-day operations of a complex ambulatory practice. Oversees and coordinates the departments practices by managing workflow, staffing, process improvement, billing, finances and all other requirements of a hospital based clinical unit. The Administrative Manager has direct supervision of the administrative staff including all human resource management; including but not limited to recruitment, performance management and training; and overall responsibility for the practices's operational and financial performance. Provides effective response to patient issues, serving as an advocate between departments, insurers and hospital. Provides cross coverage, as a member of the Practice leadership team, to manage staffing and/or operational issues, in a time sensitive manner. Develop linkages with the community, as part of community relations and outreach; which is designed to enhance the care of patients.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

Operations

Supervises day-to-day performance of administrative support staff in collaboration with the Medical Director and Nurse Manager.

Assists with the management of the site's Medicaid patient population as part of the Medicaid ACO; including but not limited to development of community relationships and new models of care, within a defined budget to address the health care needs of this patient population.

Leads policies, processes, and procedures development for the practice, consistent with MGH /MGPO and Primary Care standards, which ensure effective and efficient patient-centered care.

Assists with management of the integration of embedded HIV/ ID sessions, DPH sponsored Refugee Medicine; and care by Civil Surgeons, for those MGH patients and employees seeking citizenship.

Identifies, develop and provide training for staff on administrative workflows, policies and procedures. Creates ongoing data monitoring to ensure compliance; and drive adjustments in the processes as required.

Leads practice efforts to evaluate, develop and implement changes in processes and procedures to improve patient experience, operational effectiveness and efficiency, and work life for physician and other staff.

Trains and empowers administrative support staff and others to resolve patient / customer service issues.

Evaluates no show, cancellation, wait times and other quality of service indicators, and ensure that the practice takes steps to address issues, using data to drive process changes.

Provides ongoing management of the physical environment to ensure unit is maintained and Joint Commission ready.

Ensures HIPAA policies and procedures are fully implemented; and additional training is provided as needed.

Monitors, identifies, and resolves IS issues which impact the department's operation. Responsible for the evaluation of IS equipment and systems as it impacts operations.

Actively participates in Health Center committees, including but not limited to Incident Command/Emergency Preparedness; development and integration of new services across departmental lines; and others as needed

Develops and leads special projects to meet broad spectrum of practice goals including those of the DGIM/Primary Care and DOM

Personnel Management

Oversees all administrative staff schedules. Evaluates daily staffing needs and coordinates recruitment of staff to meet volume and provider productivity requirements within each area or unit.

Develops, implements and/or coordinates staff education for both the personal and professional development of staff. This includes mandatory training, as outlined by the hospital, JCAH, DPH, HIPAA or other regulatory

guidelines.

Manages the practices payroll within Kronos, including the resolution of payroll issues.

Manages, with the medical director, all aspects of the non-clinical components of physician employment, on-boarding and initiating the credentialing process

Financial Management

Assists with preparation of operating and capital budgets, in collaboration with the HC Finance Director. Monitors performance relative to budget and recommends / helps implement actions to manage against Primary Care/Chelsea goals.

Leads monthly data sharing exercises, with leadership and staff to measure and evaluate operational performance. Use data to drive changes in processes or procedures to further enhance operational efficiencies.

Prepares reports and manage physician compensation consistent with the Primary Care Compensation Model

Manages processes to maximize practice revenues, including assuring compliance with regulatory billing requirements, and improve practice efficiency.

Monitor patient billing activity to ensure compliance with revenue procedures and insure encounters are closed

Builds and maintains ongoing working relationships with support staff and providers in the practice to facilitate positive staff morale and support provider productivity.

Oversee all purchasing for the office/program.

All other duties as assigned.

Bachelor's Degree, preferably in business or health care field.

Minimum of 3-5 years of healthcare experience.

Minimum of 3 years supervisory experience managing a diverse workforce.

Bilingual in Spanish is preffered

Keywords: Partners Healthcare System, Chelsea , Administrative Manager (179), Administration, Clerical , Chelsea, Massachusetts

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