Sr. Administrative Manager

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Receiving general direction from Division Chief and Sr. Administrative Director, Cardiac Surgery, provides administrative management for patient care, administrative, and research activities of the division and manages the operational aspects of an ambulatory care practice. Works with the physicians and other staff members to ensure a quality-based, customer-oriented flow of work. Drawing on a broad understanding of Hospital and MGPO practices and policies and displaying a high degree of initiative and independent judgment, the incumbent will continually assess and direct a wide range of practice and administrative issues, including personnel and financial management, facilities and systems issues, and project development, and serving as a division representative. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

Reporting to the Vice Chair of Clinic Operations and the Sr. Administrative Director, the Sr. Admin Manager will collaborate with members of the Department of Surgery and Hospital/Network colleagues to support both strategic and clinical operational projects for the Department. Responsible for supporting project planning, progress tracking and reporting out on projects as assigned. In addition, the Clinical Operations Manager will assist department administration with the effective implementation and workflow of new and existing programming.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

I. GROUP PRACTICE/RESEARCH ADMINISTRATION - Cardiac Surgery

Manages Day-to-Day Office Operations

• Assists Chief of Cardiac Surgery in establishing divisional policies and procedures. Evaluates, initiates, and implements various divisional systems, clinic policies and procedures and revises them as necessary to maximize efficiency.

• Serves as point person for division environmental issues related to repairs, cleaning, directories, signage, etc. Establishes and enforces fire and safety regulations for the office, following established protocols, and ensuring compliance with Joint Commission, HIPAA, OSHA, DPH, MGH, and MGPO guidelines.

• Coordinates with Mass General Brigham Information Resources Department to arrange for hardware/software installation, troubleshooting, system access, etc.; Serves as resource for division members for questions related to information systems; serves as custodian of any division-owned software to ensure only authorized use and security.

• Coordinates weekly surgeon division meeting, providing minutes, ensuring follow-up on topics discussed and coordinating guest presenters.

• Conducts weekly divisional staff meetings to ensure dissemination of information and solicit input from all staff members related to policies and procedures, day-to-day operations, etc. Participates in monthly Department of Surgery managers' meetings.

• Works with Sr. Administrative Director to coordinate renovation projects.

• Monitors monthly service statistics, including admissions data, OR statistics, etc and facilitates strategies for improvement in utilization etc.

• Coordinates among patient service coordinators for cross-coverage for breaks, vacations, etc. as well as for larger, division-wide projects, mailings, etc.

• Oversees Division's operating room scheduling activities. Is familiar with and uses OLAP to produce reports as needed.

• Assists practices and physicians in meeting MGPO quality incentive and meaningful use requirements.

• Leads implementation of new MGPO and MGH initiatives to improve quality, communication and charge capture.

• Oversees marketing and physician outreach activities for Division of Cardiac Surgery including identifying referring practices to facilitate relationships and planning clinician visits to other facilities.

• Organize M&M CME series which includes yearly application and weekly submission and communication for each session.

• Oversee the implementation of the Ambulatory Care Transformation work within the Cardiac Surgery clinic and practice

• Coordinate with Network Development leaders to prepare materials for outreach events with partnering and prospective partnering facilities

Financial Responsibilities

• Monitors all research, MGPO, and GH funds within the divisions (as applicable).

• Works with Physicians, Administrative Directors and Professional Billing Office/MGPO Physician Reimbursement to routinely review practice fee schedule relative to marketplace third party reimbursements to ensure that revenues are maximized and practice fees are consistent with marketplace. Follows up with MGH and MGPO patient financial teams and payer relations as needed.

• Works with Administrative Directors to prepare/provide input into annual operating and capital budget.

• Oversees multiple divisions' billing practices.

• Prepares and processes Check Request Forms for payment of invoices and reimbursements for travel and other out-of-pocket purchases.

Personnel/Supervisory Responsibilities

• Coordinates with Human Resources for the interviewing, hiring, disciplining of all service personnel (group practice, laboratory, and clinical unit as applicable). Responsible for the conduct, operations, and results of the non-clinical staff.

• Reviews salary and wage issues; Works with Administrative Directors and Division Chiefs to develop and implement pay-for-performance plans; ensures that all service performance evaluations are performed in a timely manner and in compliance with pay-for-performance plans.

• Serves as resource for issues related to professional and non-professional staff benefits for multiple divisions and practices.

• Prepares Weekly Payroll through Kronos.

• Coordinates with Human Resources, MGPO Office, Administrative Director, Payroll, and Research Finance Offices for processing of all employee changes in Peoplesoft Manager Self-Service.

• Prepares and processes all professional staff appointment paperwork and visa applications (for physicians, fellows, post-doctoral fellows).

• Follows-up with applicants, Chief of Surgery's Office, Corporate International Office, Payroll to ensure timely completion.

• Ensures that physician information is provided to and routinely updated with the Physician Referral Service.

• Prepares quarterly "Time and Effort" reports for all sponsored activities in order to ensure compliance with government guidelines.

• Coordinates Physician Credentialing, Payer notification, licensure and Managed Care applications

• Maintains database of current physician credentialing, including DEA certificates, license renewals, professional liability certificates, participation status/provider numbers with the various managed care plans, UPIN numbers, social security numbers, CV's, etc.

• Prepares and processes credentialing documents/managed care applications using database of physician information; Coordinates with CCMU to enroll group in managed care plans through the MGPO.

• Communicates physicians' participation status to secretarial staff as well as potential referring physicians.

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

• Develops and submits recruitment advertisements for professional positions as needed.

• Reviews correspondence from third party carriers related to changes in the above materials; Communicates changes to secretarial/billing service as needed.

• Responsible for onboarding process of new physicians & coordination with recruitment

II. TRAINING PROGRAM/POST-GRADUATE COURSE COORDINATION

• Under the direction of the Program Director, provides administrative oversight/coordination for training programs (Surgical Oncology and Breast Fellowship Programs) as assigned by Division Chief/ Administrative Director.

• Under the direction of the Division Chief/Program Director/Course Director, coordinates all administrative aspects of an annual post-graduate course/Visiting Professorship Lecture Series/Student Program.

Principal Duties and Responsibilities - DoS Clinical Operations:

• Provide administrative support for the Vice Chair for projects, events, and programs as needed.

• Coordinate ongoing and new department initiatives, logistics (such as program timelines, agenda development, distribution of meeting minutes, preparation of report on program status) and data management.

• Participate in development of program improvement and evaluation tools.

• Meet regularly with project owners and collaborators and review findings with the Vice Chair.

• Handle meeting logistics and preparation, confirming attendance, coordinating agendas, and communicating with participants.

• As needed, attend meetings to take minutes; prepare minutes for review and distribution in a timely manner. Send reminder of meeting "next steps" and "follow-ups".

• Support the development of professional presentations, and materials. Use PowerPoint or other applications to prepare slides, overheads, print materials, brochures, etc.

• Provide education and orientation of project initiatives with Division administrative and clinical leadership

• Maintain dashboard of all ongoing projects and their stages of progress.

III. OTHER RESPONSIBILITIES

• Performs/coordinates special projects for Physician, Vice Chair, Executive Director, Administrative Directors, or Divisions as may arise from time-to-time.

• Assists Division Chiefs and Administrative Directors in preparation of annual reports and presentations.

• Participates in performance improvement activities as appropriate.

• Represents the Division in Departmental and Hospital for committees, projects, etc.

• May provide cross-coverage for the duties and responsibilities of the Patient Services and Administrative Staff Assistants in the service.

• Coordinates the processing and oversees all non-employees hosted by the Division.

• Monitors and follows through with patient satisfaction surveys and H-CAHPS reports.

• Coordinates and develops quarterly Department newsletter.

QUALIFICATIONS:

• Bachelor's degree required, preferred major Business, Healthcare Management or equivalent

• Minimum of 7 years of directly related experience plus 5 years of prior management experience in healthcare setting required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• 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.

• 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.

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

• 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.

• 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. In-depth understanding of all pertinent medical coverage.

• 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.

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

• 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.

• Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations, and Health Insurance Portability and Accountability Act of 1996 (HIPAA).

WORKING CONDITIONS:

• Normal office conditions in multiple locations. May occasionally be required to attend meetings outside of regularly scheduled hours.

SUPERVISORY RESPONSIBILITY:

• Supervises Administrative Staff, including Surgical Schedulers and Patient Services Coordinators.

FISCAL RESPONSIBILITY:

• Responsible for developing and managing professional, research, sundry and hospital budgets (approx $18M). Is responsible for prudent fiscal management of program resources (e.g. employee overtime, supplies, etc.).