Administrative Director (056)

Wentworth-Douglass Hospital Boston , MA 02298

Posted 6 months ago

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Receiving general direction from the Executive Director for the MassGeneral Hospital for Children and the respective Department/Division Chiefs and Program Directors, incumbent is responsible for setting direction and coordinating the operational and financial aspects of the Department of Pediatric Surgery, the Division of Pediatric Urology, the Division of Pediatric Cardiology and the Child Protection Program. Drawing on a broad understanding of Hospital and physician group practice policies and procedures, and displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician and departmental leadership to continually assess and direct a wide range of activities. Responsibilities include management of day-to-day operations, personnel, finances, physician group practices, educational programs, professional billing, facilities and systems, programmatic and project and programmatic development, and long-range planning. The individual must possess a thorough knowledge of current Joint Commission and HIPAA standards, and works with the Division/Program Chiefs, program Directors, physicians, and Divisional/Program staffs to ensure a quality-based, customer-oriented flow of work. He/she works in close collaboration with the Department of Urology for oversight of the Division of Pediatric Urology, in addition to working in close collaboration with the Transplant Center leadership in the oversight of the Pediatric Transplant Program. Requires discretion and judgment to organize priorities, complete tasks, and handle confidential information.

Responsible for special projects and support of the MGHfC under the direction of the Executive Director of the MGHfC. Projects may involve finances, operations, construction, space planning, marketing, and other aspects of general management as well as assistance with development of strategic initiatives. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

The incumbent may delegate assignments as necessary, but is ultimately responsible for ensuring that each of the functions listed below is achieved.

I. GROUP PRACTICE/DEPARTMENT ADMINISTRATION

Clinical Practice Operations

  • Oversight of clinical practice operations for all clinical sites including:

  • Policies and procedures

  • Front desk operations: reception and registration functions; phone systems; patient flow; appointment scheduling.

  • Adherence to relevant regulatory requirements: fire and safety, Joint Commission, OSHA, HIPAA and Hospital guidelines.

  • Continuous process improvement

  • Development, implementation, and monitoring of divisional customer service initiatives.

  • Routine monitoring of access metrics and addressing of practice access issues with clinicians and support staff.

  • Working with the leadership of the respective Divisions/Programs as well as the Practice Improvement/Ambulatory Operations and Service Excellence Departments to ensure consistency and quality of access.

  • Collaboration with nursing (e.g. inpatient and outpatient mid-level providers, Lead NP) to achieve a seamless continuum of care and develop new programs and mechanisms to better optimize timely access for patients.

  • Oversight of divisional facilities and environmental issues related to repairs, cleaning, directories, signage, etc.;

  • Coordination of space allocation, renovation projects, etc. with Planning Office, Buildings & Grounds, Facilities Engineering and Information Resources as well as outside architects and contractors under direction of Chiefs/ Executive Director, MGHfC

  • Oversight of clinical activities for respective services at satellite locations.

Financial Responsibilities

  • In collaboration with the MGHfC Executive Director, the Chief(s), and program directors is responsible for developing annual operating and capital budgets for all services and programs.

  • Monitors and reports monthly on Departmental/Divisional/Program metrics including both activity and financial measures. (ATOs, admissions, discharges, OR cases, visit volume by site and service, access metrics, etc.)

  • Monitors MGPO, and GH operating, capital and sundry funds within the Department, Divisions and Programs.

  • Reviews statements with each Chief/physicians/group/Executive Director and recommends and implements measures for revenue maximization/cost containment/ resolution of financial overruns as appropriate;

  • Oversees and approves financial transactional activities (payroll, travel requests, employee salary/data changes, journal entries, check requests, etc.).

  • Oversees all purchasing and reimbursement practices and ensure adherence with institutional policies and procedures.

  • Ensures completeness of forms, obtains appropriate signature/approval as necessary, ensures processing, and maintains accurate files of payments processed.

  • Participates in philanthropic efforts aimed at identifying and cultivating donor opportunities.

  • Oversees expense (rent, telephones, staffing, etc.) management issues; Performs comparative analyses; Develops and implements strategies for cost containment.

  • Conceptualizes and performs a variety of financial analyses (e.g. physician recruitment, business/program development, projecting clinical budget surpluses/deficits, etc.). Prepares and presents various statistical reports, cost analyses and budget justifications. Prepares financial projections and monitors performance relative to projections.

  • Supervises managers and staff in these activities as applicable.

  • Oversees billing practices.

  • Develops billing processes for new services.

  • Works with physicians and administrative support staff to coordinate "front-end" procedures and facilitate efficient billing practices; monitors and tracks services; ensures capture and timely submission to billing service of all services provided.

  • Meets regularly with billing liaisons and oversees activities of billing service to ensure timely/maximized collections.

  • Works with Physicians, Professional Billing Office, GH billing staff, and Executive Director to routinely review practice fee schedules relative to marketplace third party reimbursements to ensure that revenues are maximized and practice fees are consistent with marketplace.

  • Works with the PBO to develop and implement billing processes for non-covered services

  • Analyzes trends and areas of opportunity/liability.

  • Serves as a liaison to the MGH/MGPO Compliance Office; monitors compliance with all documentation requirements.

Personnel/Supervisory Responsibilities

  • Provides direct supervision to and is responsible for the conduct, operations, and results of the non-professional staff.

  • Using the Peoplesoft Manager Self Service System, initiates/approves as appropriate and coordinates with Human Resources, MGPO, Executive Director and Finance Directors for approval of human resources changes (i.e. salary adjustments, salary distributions, training records, etc.) for all employees.

  • Oversight of all human resource related activities for the Department, Divisions and Programs including

  • Non-professional Staff

  • Coordination with Human Resources of recruitment, interviewing, hiring, training, and disciplining of all non-professional personnel

  • Evaluation, assignment and prioritization of workloads.

  • Management of Weekly Payroll through Kronos including responsibility for maintenance of time records and adherence to federal and state labor laws and institutional policies and practices.

  • Ensuring that cross-coverage among staff is coordinated for breaks, vacations, etc.

  • Professional staff (for physicians, fellows, post-doctoral fellows, nurse practitioners, etc.) including

  • Recruitment activities including advertising, interviewing, HMS search processes, professional staff appointment processes, visa applications, and credentialing

  • Oversight of "Time and Effort" reporting in conjunction with the Research Administrative Director for all sponsored activities in order to ensure compliance with government guidelines.

  • Facilitation and completion of physician TEFRA reports as appropriate.

  • Oversight of human resource practices by professional staff and provides or coordinates training as necessary.

  • Developing an "investment analysis" for new physician recruitment and arranges for all operational logistics (e.g. office, support staff, OR time, etc.).

  • Preparing, processing and ensuring timely submission of professional staff appointment paperwork and visa applications (for physicians, scientific staff, clinical and research fellows, etc.).

  • Ensuring processing of credentialing documents/managed care applications/clinical privileging forms; Coordinates with CCMU and billing services to enroll group in managed care plans through the MGPO.

  • Maintaining resource area of third party/managed care plan reference materials to ensure that referral information, telephone numbers, policies and procedures are up-to-date.

  • Working with Chiefs, Executive Director and Finance Directors to evaluate performance and develop and implement pay-for-performance plans

Research Operations

  • Works collaboratively with the Administrative Directors for Research in the Department of Pediatrics and Department of Surgery and other relevant Department staff to collaborate in supporting their oversight of the research operations.

Leadership

  • Assists Chiefs/Program Directors in developing agendas for and leading division physician staff meetings to disseminate information and solicit input from physician staff members related to policies and procedures, day-to-day operations, etc.

  • Participates in monthly Managers and Directors Meetings, monthly Division Chief meetings, etc.

  • Conducts division management meetings to disseminate information and solicit input from all non-physician staff members related to policies, procedures, communications, process improvement, day to day operations.

  • Works with Chiefs and individual physicians to review and disseminate patient experience metrics and verbatim patient/family feedback in real time, identify targeted areas to enhance or improve patient experience, and implement improvement plans.

  • In conjunction with Quality Directors and Division Chiefs, oversees implementation of Quality and Safety priorities and initiatives, including Hospital, Division, and individual QI bonus efforts.

Program and Network Development

Under the direction of the Executive Director of MGHfC, Department/Division Chiefs, and Program Directors participates in planning for and provides analytic support for strategic planning efforts, and programmatic development activities.

  • In collaboration with Chiefs and Program Directors, develops annual strategic plans and goals for respective Divisions/Programs, and monitors/updates regularly to ensure adherence and progress. Develops presentations to update various constituents on plans, as required.

  • Facilitates development, implementation and evaluation of divisional group practice structures as appropriate.

  • Participates in development, implementation and monitoring of performance improvement/Clinical Performance Management/Outcomes Measurement initiatives.

  • Participates in Network Development activities related to external, non-affiliated health systems. Develops executes, monitors, and updates Professional Service Agreements and associated contracts related to these activities.

  • Participates in identifying, developing, and implementing partnering initiatives with network and external entities (NWH, NSMC, etc.) related to satellite operations and divisional programs.

  • Ensure ongoing assessment, monitoring and development of affiliated practices.

  • Materially participates in developing business and marketing plans to promote the vision of the divisions/programs.

  • Works on the development and ongoing monitoring of new programs and multidisciplinary efforts at the division/program level and across MGHfC, other Departments and hospital as assigned. Ensures appropriate divisional involvement in broader programmatic initiatives.

  • Serves as the administrative negotiator for division/program based contracts or institutional contracts that impact the division/program.

  • In collaboration with the Executive Director of MGHfC, and the MGPO/MGH Marketing Director and consistent with institutional strategic priorities and initiatives, develops marketing plans for all divisions/programs. Projects market growth, analyzes market share trends by division/program and conducts research related to health care trends. Develops market strategy and tactics including the development of advertising materials.

  • Participates in multi-disciplinary planning efforts. Collaborates and coordinates closely with administrative leadership in other Departments regarding these activities.

  • Collaborates with Marketing Department, Public Affairs, Web Manager and Patient Education manager to develop and maintains clinical program materials, advertising, website, including search engine optimization, enhanced social media presence and oversight of the integration of interactive patient tools.

Other Responsibilities

  • Special projects under the direction of the Executive Director may involve finances, operations, construction, space planning, marketing, and other aspects of general management as well as assistance with development of strategic initiatives. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.1

  • Serves as Department representative on MGHfC and Hospital for committees, projects, etc.

  • Ensures that physician and support staff are apprised of MGHfC activities and initiatives.

  • Assists with new initiatives and other needs for the MGHfC in conjunction with other departments and entities.

QUALIFICATIONS:

  • Masters degree in Healthcare, Business, or Public Health Administration or equivalent;

  • Minimum of 5 to 7 years of directly related experience;

  • Minimum of 2 years of prior supervisory experience.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

  • Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets, manage "front-end" billing, and review and address billing statistics and issues to ensure revenue maximization. Ability to ensure timely submission and review of budgets and performance evaluations.

  • Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology.

  • Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.

  • Leadership: Ability to identify issues/projects and initiates plans to address; Demonstrates forthrightness and integrity. Ability to develop a common vision for diverse constituents, communicate effectively, sell ideas, and take ownership and responsibility for activities.

  • Personnel Management: Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction and development to staff.

  • Professional knowledge: Extensive knowledge regarding financial, operational, research, and physician practice management, business planning, project management etc. Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems.

  • Quality Assurance: Skills to work efficiently and effectively and strive to do so in all aspects of position. Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor service statistics, manage patient flow and "front desk" operations, coordinate space and infrastructure issues, and ensure effective coordination of training programs. Ability to engender these skills among staff.

  • Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.

  • Analytical Skills:
    Ability to conceptualize and conduct complex analysis (financial and operational).

  • Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.

  • Information Systems/Technology

    Skills:
    Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, spreadsheets, OR Scheduling, and other office management systems).
  • Safety/Compliance: Knowledge in all aspects of safety and ability to ensure a safe environment for staff and laboratory subjects.

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Administrative Director (056)

Wentworth-Douglass Hospital