Administrative Manager 179
Administrative Manager 179
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills perspectives and ideas we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.
Pulmonary Critical Care
Scope of Position
Receiving general direction from the Clinical Directors and the Administrative Director the incumbent provides administrative oversight and financial management over all inpatient and outpatient clinical operations..
Drawing on a broad understanding of hospital practices and policies 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 issues including personnel and financial management facilities and systems issues and long range planning and project development. Requires discretion and judgment to organize priorities ability to problem solve complete tasks and handle confidential information.
Principal Duties and Responsibilities
Personnel/Supervisory Management:
- Provides supervision to support staff and medical assistants in collaboration with the Clinical Directors is responsible for the conduct operations and results of the administrative staff within the Unit.
- Coordinates with Human Resources for the interviewing hiring training and disciplining of all administrative staff.
- Oversees orientation and training provides corrective action as necessary evaluates performance approves time off requests interprets hospital policies and ensures adequate coverage for areas of responsibility.
- Prioritizes workloads; evaluates and standardizes office procedures and effectively troubleshoots and resolves issues as they arise.
- Informs staff of Hospital and Departmental policies and procedures.
- Ensures that physicians are apprised of issues related to the administrative group.
- Reviews salary and wage issues.
- Provides human resource support to employees and physicians with in the Unit.
- Coordinates processing of all administrative staff salary changes in Manager Self Serve.
- Work swith the internal Bulfinch Temp agency fill positions when employees are out on leave or an extended illness
- Oversees Payroll through Kronos:
- Reviews individual time records as needed.
- Ensures that number of regular and overtime employee hours utilized by service does not exceed budgeted/appropriate levels.
- Approves time off requests and ensures adequate coverage for areas of responsibility.
- Maintains payrollrelated records.
Billing and Scheduling Oversight:
- Establish and maintain policies and procedures for EPIC scheduling to ensure continued use and integrity of system.
- Provides a system of communication for physician and staff to indicate problems related to scheduling.
- Establish and maintain policies and procedures to ensure that appropriate third party payer referral/authorizations are in place prior to a patients visit and that all required workers compensation authorizations are obtained in a timely manner by personnel while educating the staff on the completion of the proper waiver forms when a referral/authorization is not in place.
- Understand and educate the staff around International patient processing with the International Office.
- Monitor and analyze Televox reporting to ensure accurate appointment status are in place.
- Establish and maintain policies and procedures to ensure that all are appropriately billed in PatientKeeper in a timely manner by personnel.
- Oversees the management of Patient Gateway for patient scheduling.
- Oversees the EPIC cash drawer payment reconciliation process for each staff member and initiates the generation of the Deposit Tool process.
Operations Management
- Initiate staff meetings with clinical staff to regularly discuss issues as they relate to efficiency compliance confidentiality safety billing and other related topics.
- Ensure resolutions discussed in meetings are carried out and monitored.
- Provide primary oversight of all facilities issues surrounding rent space equipment upkeep/repair purchasing of new equipment supply inventory computer/printer needs phone lines and fax machines.
- Acts as a liaison to other Hospital units or departments regarding security safety project management finance information resources research etc.
- Attends and participates in Hospital and Departmental meetings as appropriate.
- Addresses practice access issues with clinicians managers and support staff of departmental practices.
- Works with MGH Customer Service the Practice Support Unit; the Physician Referral Service the Partners International Office and primary care practices to ensure consistency and quality of access.
- Regularly monitors and reviews access reports to facilitate improvement.
- Ensures that the physical environment of the practices are maintained.
- Establishes and enforces fire and safety regulations for the units following established protocols and ensures compliance with JCAHO OSHA and MGH guidelines.
- Evaluate no show cancellation wait times and other patient frontend quality of service indicators.
- Collaborate with Patient Service Coordinators to provide support and assist in the resolution of patient/customer service issues.
- Build and maintain ongoing working relationships with staff clinical and physician members of the Practice to facilitate positive staff morale and support provider productivity.
- Responds to and resolves patient and referring provider complaints.
- Conducts other projects at the direction of Clinical Directors or the AD.
- Provide direction and support for Meaningful Use and Quality Initiatives
- Be a resource for the electronic medical record as well as other clinical systems.
- In partnership with practice leadership and other relevant departments implement new initiatives
- Maintain Room Schedule and Physician Schedules
- Prepare Resident elective Rotations
- Financial Management:
- Monitors MGPO and GH financial reports/volume report.
- Reconciles monthly statements.
- Coordinates with Accounts Payable Payroll and other departments as needed for resolution of errors or identification of charges.
- Maintains monthly financial reporting preparing individual physician volume reports
- Collaborates with Administrative Director to monitor all capital projects.
- Assigns expenditures to funds as necessary..
- Regularly discusses any discrepancies with Administrative Director for immediate resolution.
- Maximizes efficiency of the financial aspects of the units front desk operations; reception functions; copay and patient selfpay collections and timely submission of encounter forms.
- Serve as a liaison to the MGH/MGPO compliance officer.
- Oversees purchasing
- Ensure appropriate tracking of all purchases and associated expenses through the monthly cost center reports
- Serves as a liaison to the MGH/MGPO compliance officer.
- Oversees billing practices and collaborates closely with MGH and MGPO billing offices to ensure efficient billing practices at the delivery sites inpatient and outpatient.
- Identifies and evaluates the means for improving costs distribution of personnel and work schedules.
- Makes recommendations to the Clinical Director and Administrative Director for improvements.
Training
- Regularly participate in hospital training including EPIC Kronos Peoplesoft Cognos SRC/BOP and other hospital systems as needed and required by Administrative Director.
- Acts as the liaison with other units within the division and the Department of Medicine for combined training activities.
Requirements
BA/BS degree required. Masters degree in business healthcare or finance preferred.
Three to five years of practice management experience required.
Must be able to work independently handle multiple priorities and simultaneous time deadlines.
Ability to recognize problems when they occur problem solve and facilitate immediate action as necessary.
A cando team oriented attitude is essential as is the ability to interact easily with physicians other managers and support staff. Effective interpersonal / communication / organizational / analytical skills are critical.
Ability to attend occasional meetings outside of 9 am 5 pm. Must be able to arrive at work at 7:30am.
Strong communications interpersonal and leadership abilities.
Ability to provide support direction and development to staff.
Ability to make decisions quickly and independently.
High level of trust and reliability
Strong sense of fairness in dealing with personnel at subordinate peer and superior levels.
Ability to handle sensitive and confidential issues appropriately.
Demonstrated financial management experience including budget development and an ability to stay within budget constraints.
Strong Excel knowledge; including wide familiarity with spreadsheet word processing database graphics and office management software.
EPIC experience and expertise a plus
Required Experience:
Manager
Employment Type
Full-Time
