Executive Administrative Director, MGH Orthopaedics

Massachusetts General Hospital Boston , MA 02298

Posted 3 weeks ago

Be part of the best, comprehensive orthopaedic surgery department in New England.

The Mass General Department of Orthopaedics is a world leader in treating the full spectrum of musculoskeletal conditions from sprains and strains your children experience on the athletic field to limb-sparing oncology procedures; from carpel tunnel syndrome to complex spinal reconstruction. You name it, we excel at it. Our doctors see more than 80,000 patients each year.

Our Centers include:

Center for Hip & Knee Replacement

Orthopaedic Spine Center

Children's Orthopaedics

Orthopaedic Trauma Center

Foot & Ankle Center

Shoulder Service

Hand & Arm Center

Sports Medicine Center

Orthopaedic Oncology Service

Currently we are seeking an Executive Administrative Director who will work directly the Chief of Orthopaedic Surgery and the Senior Vice President and Chief Operating Officer (MGPO) and will be responsible for the effective administration of the MGH Department of Orthopaedics. This includes the effective operation of the clinical department and coordination and integration with academic and research missions. The Executive Administrative Director oversees all financial and administrative operations for the Department and serves as a critical interface for interdepartmental issues.

The Executive Director manages all administrative and operational issues falling within the scope of the outpatient clinical areas including MGH Main Campus, MG Waltham, Danvers, Foxborough, MGH Sports Medicine and Newton Wellesley Hospital; reviews all work in progress; confers with and advises staff to ensure that the needs of the Department and the hospital are met. 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, research, educational and training programs, professional billing, facilities and information systems, programmatic/strategic and project development, and long-range planning.

Operational

  • Assists Chief and Senior Vice President in establishing departmental policies and procedures.

o Evaluates, initiates, and implements various departmental policies, procedures and systems and revises as necessary to maximize efficiency.

o Serves as resource for resolution of administrative questions/issues/problems.

o Coordinates with managers to ensure consistency/equity across the Department.

  • Acts as active liaison and coordinator with all satellite practices at the Orthopaedic Ambulatory Surgery Center, MG Waltham, Danvers, Foxborough, MGH Sports Medicine Service and Newton Wellesley Hospital.

  • Oversees professional staff recruitment, appointment, group practice and third party credentialing/enrollment issues.

o Performs analyses for new physician recruitment and arranges for all operational logistics (e.g. office, support staff, OR time, etc.)

o Oversees the preparation and processing of professional staff appointment paperwork and visa applications (for physicians, fellows, post-doctoral fellows).

o Prepares offer/acceptance letters, appointment packets, and visa applications and retains appropriate copies of materials sent.

o Ensures processing of credentialing documents/managed care applications.

  • Signs off on all purchase orders or check requests, as needed; Ensures that inventories of supplies are maintained for general use as appropriate.

  • Conducts administrative staff meetings to disseminate information and solicit input from all staff members related to policies and procedures, day-to-day operations, etc.

  • Develops, implements, and monitors departmental customer service initiatives. Addresses practice access issues with clinicians and support staff. Works with MGPO Process Improvement and Patient Service to ensure consistency and quality of access. Responds to and resolves customer complaints and maintains a Service Recovery program.

  • Oversees departmental facilities and environmental issues related to repairs, cleaning, directories, signage, etc.; Coordinates space allocation, renovation projects, etc. with Planning Office, Facilities Engineering and Information Resources as well as outside architects and contractors. Monitors preventive maintenance and service agreements on mission-critical equipment.

  • Establishes and enforces fire and safety regulations for the division, following established protocols, and ensuring compliance with JCAHO, OSHA, and Hospital guidelines.

  • Oversees departmental information systems.

  • Monitors monthly service statistics and facilitates strategies for improvement in utilization.

Quality and Safety

  • Ensures compliance with the MGPO Quality and Safety goals, specifically hand hygiene, in all clinical environments.

  • Encourages physician use of EPIC and Healthstream Training services in response to quality and safety initiatives.

Fiscal

Working with the Director of Finance and Research:

  • Develops annual operating and capital budgets for all MGPO, GH, Sundry, and research funds within the department. Monitors each cost center budget and closely tracks capital spending. Presents monthly financial departmental performance to Chief, SVP, Senior Staff, as appropriate. Reviews capital expenditures with staff monthly.

  • FY19 operating budget for the GH is $21,750,000.

  • FY19 operating budget for the PO is $53,700,000.

  • FY18 Research expenditures were $4,800,000

  • FY18 Sundry Fund Balances were $4,300,000

  • Oversees decentralized billing process.

  • Monitors all MGPO, research, and GH funds within the department

o Reconciles monthly fund statements.

o Coordinates with Accounts Payable, Research Finance, Payroll, and other departments as needed for resolution of errors or identification of charges.

o Develops and maintains a fiscal record keeping system and develops monthly status reports of research, GH, and MGPO funds.

o Reviews statements with the Chief and physicians and recommends and implements measures for revenue optimization/cost containment/ resolution of financial overruns as appropriate; Responsible for working with Chief/physicians/Principal Investigators to prevent, identify and resolve projected overruns and for resolving any deficits in a timely manner.

o Works with Senior Vice President to approve all capital purchases.

o Assigns expenditures to funds as necessary.

o Meets monthly, or as necessary, with the Chief regarding service finances.

  • Prepares and distributes monthly statistic and financial reports to each surgeon in the Group.

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

o Reviews all supporting documentation for accuracy/appropriateness.

o Ensures completeness of forms, obtains Senior Vice President's signature as necessary, ensures processing, and maintains accurate files of payments processed.

  • Administers productivity-based physician compensation plans.

  • Conceptualizes and performs a variety of financial analyses (e.g. , physician recruitment, business/program development, etc.).

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

Supervisory/Human Resources

  • Supervises approximately 350 non-professional staff members and 113 professional staff members.

  • Among others, provides direct management to appropriate managers, program directors, lead support staff, clinical and administrative support staff, and others as appropriate.

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

  • Coordinates with Human Resources and managers for the recruitment, interviewing, hiring, training, and disciplining of all administrative personnel.

  • With managers, assigns and prioritizes workloads. Ensures appropriate staffing ratios and approves use of temporary/agency staff if necessary. Monitors use of temporary/agency staff.

  • Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of policy and procedure changes.

  • Implements change management programs including efficiency and resource utilization projects.

  • Reviews salary and wage issues. Works with Chief, Senior Vice President and HR to evaluate performance and develop and implement compensation plans. Implements corrective action as necessary; Ensures that all service performance evaluations are performed in a timely manner and in compliance with Hospital and Departmental compensation plans.

  • Serves as departmental resource for issues related to professional and non-professional staff benefits.

  • Using Peoplesoft Manager Self Service, approves and coordinates with Human Resources for approval of human resources changes (i.e. salary adjustments, salary distributions, training records, etc.) for all employees.

  • Develops and obtains appropriate Departmental, Human Resources, MGPO, Research Finance, etc. approvals for non-professional staff personnel transactions (hiring, salaries, promotions, job descriptions, etc.).

  • Approves and resolves any issues with employee time reporting.

  • Focuses on the retention programs, as well as the recruitment, of administrative and clinical staff.

Education/Training

  • Responsible for payroll, credentialing, orientation and training of Fellows.

  • Ensures that non-professional staff are in compliance with hospital and JCAHO policies with regards to their initial orientation and training requirements.

  • Facilitates, coordinates, and encourages continuing education for clinical and administrative support staff.

Research

Working with the Director of Finance and Research:

  • Monitors research and sundry funds and balances.

  • Provides human resource support for laboratories to ensure efficient operations and compliance with Human Resources policies and procedures

Strategic Planning

  • Business Development

o Primary contact for new business ventures

o Development and Management of surgeon deployment at Newton Wellesley Hospital

o Development and Management additional Orthopaedic clinical space in Waltham

o Identifies business lines and clinical sub-services that attract patient interest and develops methodologies to communicate the department's strengths.

o Assists in the development of internal and external communication and copy materials.

  • Retention

o Develops strategies with administrative and clinical leadership to ensure long-term physician recruitment and retention plans

  • Space/Planning

o Primary contact all space utilization issues

Learn more about Mass General and the Department of Orthopaedic Surgery: https://www.massgeneral.org/ortho/

QUALIFICATIONS:

The qualified candidate will have an MBA, MPH or other comparable Master's degree, with 10-15 years related experience, preferably in an academic medical center or related industry. He/she should also have the ability to gain credibility and trust with multiple layers of a complex organization; successful track record of front line management; superb financial expertise; excellent interpersonal and listening skills; open, honest, objective manner; ability to interact effectively with front line staff, physicians, senior management, department heads and managers; and ability to bring diverse groups to work together as a team.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

  • Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.

  • Ability to provide support, direction and development to staff.

  • Effective financial and analytical skills, including budget development, grant and contract management.

  • Ability to make decisions quickly and independently.

  • Excellent interpersonal/communications skills.

  • Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets) required.

  • Good command of English language, including medical and scientific terminology.

  • Able to handle sensitive and confidential issues.

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Executive Administrative Director, MGH Orthopaedics

Massachusetts General Hospital