Full Time 40 hours Grade 052 Medicine/AIR Ambulatory Schedule 8 AM-4:30 PM Responsibilities Position Summary: Under the general direction of the Clinical Directors and direct supervision of the Administrator II, serves as a member of the leadership team in the Allergy, Immunology & Rheumatology Clinical Practice. Works in collaboration with the Nurse Manager to develop systems/processes that will assure that standards are met and that efficient operations are achieved. Manages the day-to-day operations at all site locations and carries out strategic goals as set by the Divisionâ™s leadership. Manages direct reports. Oversees the clerical staff, including patient reception, patient satisfaction, registration, charge capture and charge entry, co-pay collection, reconciliation of encounter forms at dayâ™s end, prior authorizations, appointment scheduling, referral management, and telephone management. Defines goals and communicates measurable outcomes quarterly and as needed for the area to the Clinical Director and Administrator II. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I Care values. Specific Responsibilities: Operational and Fiscal Management: Manages the daily clinical operations at all site locations by collecting data from various sources, to analyze and interpret it, and to make recommendations improving the clinical operation. Implements procedures for enhancing levels of service and quality. Re-evaluates implementation of projects to assess and determine further recommendations to improve gap closure and/or identify opportunities. Collects, analyzes and interprets data to ensure optimal patient throughput and maximum patient access. Troubleshoots and solves problems proactively and as they arise. Collects and analyzes data to ensure staffing levels are appropriate for volume of patients scheduled at each location. Acts as the primary contact for administrative issues. Works in conjunction with the nurse manager for patient care issues. Attends monthly meetings as scheduled/required by AIR and Ambulatory Care. In collaboration with the site medical director, nurse manager, and administrator, assumes responsibility for the clinical finances. Provides oversight for the performance of billing operations procedures, including charge entry, balancing of office payments, and verification of charges to providers. Effectively manages within budgeted parameters, by reviewing ledgers and identifying incremental needs. Responsible for control and accuracy of petty cash, cash reconciliation, and deposits. Prepares justifications for capital purchases. Develops cost reduction and expense management initiatives in collaboration with practice management. Maintains supply inventories by placing orders timely and accurately from approved vendor lists. Maintains providersâ™ schedules to ensure adequate visit volumes for patient access and financial performance. Analyzes, reviews and distributes monthly billing and financial reports. Prepares justifications regarding variances in expenditures and revenue/charges. Prepares data for annual operating budgets and for financial reports, prepares analyses and allocates expenses, coordinates expenditures and property controls; reviews and approves invoices, payroll and other personnel forms. To ensure compliance and that we are capturing charges/revenue for our services, collects and analyzes information regarding the practice and enhances billing/encounter forms as needed. Develops and plans the creation of Master Clinical schedule for attending physicians, mid-levels, fellows, faculty and infusion by evaluating patient access needs and demand for services. Ensures central reports accurately reflect Divisional productivity by maintaining the Flowcast dictionary for providers in the Division. To incorporate best practices, maintains expert knowledge of Flowcast & eRecord applications by attending meetings/training and acting as the subject matter expert (SME) for the Division. Staff Supervision/Orientation: Directs and supervises office staff, currently numbering 14. Assists with management of clinical staff in collaboration with clinical directors and nurse manager. Maintains compliance with employment law and ensures adherence to policies and procedures. Collects, analyzes and interprets data to develop and establish standard operating procedures. Develops and plans employee schedules to meet operational needs. Assigns accountabilities and reviews completed work for accuracy. Provides consistent feedback to staff on their performance and achievements. Meets regularly with clerical staff for information exchange and educational events. Recruits, interview and hire and train clerical staff in new system updates through IDX or eRecord training opportunities. Introduces and educates where needed new staff to the unit and to the responsibilities of the OAS/OAL/PSS roles. Ensures and inspects that the learning is competency based, provides clear expectations and goals to trainee. Ensures annual staff mandatories are completed. Assesses and evaluates performance throughout training, and provides feedback, additional resources and training when needed. Provides educational material to staff to facilitate the learning process. By gathering and analyzing data, develops and maintains a unit-based manual that addresses job requirements and the learning needed to achieve those requirements. Initiates related personnel actions. Prepares and submits required paperwork to HR to change employee status. Monitors and edits clerical staff time entry in HRMS, approves clerical staff payroll and vacations. Counsels clerical staff regarding performance issues and develops with the staff, plans to improve. Completes and delivers end of probation and annual performance evaluations of clerical staff with input from AIR leadership team. Assures accuracy of clerical staff personnel files and assures that mandatory education is complete. Quality Controls/Process Improvement: Establishes criteria for monthly monitoring of accuracy and efficiency; delegates data collection, reviews results and makes a plan to meet goals. Ensures pre-verification protocols are managed. Monitors timeliness and accuracy of work performed by central services like scanning and access center and communicates issues with managers of central services as needed. Tracks and analyzes no-shows, cancellations, bumps and first available appointments for the practice; makes recommendations and implements processes to improve these rates. Prepares monthly volume and statistical reports for the Leadership Team to review and to share at staff meetings. Reviews, analyzes and interprets results of Patient and Staff satisfaction surveys, and makes recommendations to improve satisfaction. In collaboration with clinical directors, oversees clinical compliance for quality assurance, documentation and reporting. Ensures compliance with standard, HIPAA, OSHA and JCAHO policies by implementing quality controls, and providing and enforcing appropriate training. Develops, and trains/practices for emergency and disaster planning protocols. Understands and enforces patient rights and organizational ethics philosophies. Customer Satisfaction: Assures I CARE values are demonstrated by all staff at all times. Acts as an excellent representative of the unit at departmental, service and institutional meetings. Serves as point person for the management of patient complaints and in this role, serves as a front line problem solver. Answers correspondence and other inquiries involving the interpretation of University as well as departmental policy, regulations, procedures, etc.; guides subordinates on replies to routine correspondence. Acts as a liaison with physicians, staff and with other community health, social and government agencies. Coordinates and directs programs for volunteer participation including the Lupus Walk and Arthritis Foundation programs. Develops and plans coordination of training programs/conferences for staff. Plans and establishes meetings, conference symposia etc., and coordinates the arrangements and preparation of program literature, brochures and other materials. Performs other related duties as required. Requirements Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.
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