Mgr, Clinical Administration

University of Rochester • City of Rochester, NY

1d

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Under the direction of the Chief of Thoracic Surgery, manages the operations of the practice in support of the clinical, academic and research programs in the division. Leads the execution of goals for the practice. The Medical Practice Admin has direct responsibility for maintaining and developing office processes based on needs identified by surgeons, nurse practitioners, Assistant Director of Clinical Administration, and secretarial staff. Manages a team of support staff, and temporary workers and functions as the key content expert for the division.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience required.
• 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or equivalent combination of education and experience required

Nice To Haves

• Proficiency in Microsoft Office, Cadence, e-record, medical transcription, and medical terminology preferred.
• Strong interpersonal and communication skills, including written communication preferred.
• High level organizational skills and attention to detail preferred.
• Ability to travel between clinic locations preferred.

Responsibilities

• Clinic Operations Management Establishes and manages daily operations of the clinical office in order to streamline tasks, promote a patient-first environment, identify areas of concern and provide resolutions. Works closely with the Leadership Team to recommend and implement procedures for office operations. Develops efficient and effective processes to support and manage the flow of patient care through the thoracic office from initial referral to follow-up. Responsible for continually assessing the operational needs of the office by working closely with the Division Administrator. Ensures the sites are fully staffed adjusting coverage as needed. Responsible for Interviewing, hiring, training and supervises clerical staff of the Thoracic Office. Conducts and makes recommendations relative to performance evaluations and salary changes. Reviews and approves requests for time off and payroll reporting through the HRMS system. Provides counseling of clerical staff and recommends disciplinary action if indicated. Addresses the departmental, clinical, clerical, and patient needs and provides resolution for an efficient and streamlined office. Conducts one-on-one meetings with individual staff on a rotational basis. Assures compliance with all university personnel policies and procedures within the division. Hiring, training and oversite of the Human Subjects Research Coordinator for the Division. Sets up all classes for necessary training in accordance with Federal Regulations. Ensure meetings with the Chief and PI are ongoing and productive. Ensures mandatory training and performance reviews are completed in a timely manner. Reviews and approves requests for time off and payroll reporting through HRMS. Provides counseling and disciplinary action if indicated., Serves as the liaison with the Chief, Thoracic Surgeons, and Division Administrator to ensure administrative support needs are met. Assists the Chief in the implementation of directives related to the Thoracic program. Develops, authors and implements office policy and procedures to address departmental, divisional, clinical and patient needs.
• Department and Faculty Support Management Oversee the administrative support to the Division Administrator, and Chief of thoracic surgery. Ensure all clerical needs of these individuals are met including but not limited to: Works directly with the chief and Administrator to assist with the implementation under the direction of the chief with Strategic planning initiatives for Thoracic Surgery , preparation for various site visits, support of divisional meetings. Plans and coordinates divisional retreats, conferences, speaking engagements. Directs staff to manage travel arrangements for divisional faculty. Manages travel reimbursements for divisional faculty. Directs and has oversight of the time and calendar management for the faculty and APP providers. Assures coverage of clinical staff in the Thoracic office. Directs the training of all new staff. Oversees and assists in the management of all the Surgeons Calendars, Clinics, Meetings and Lectures. (Does the position actually do this or direct the work of others who do this?) Serves as the primary contact for management of clinical practice locations. Ensures compliance with all applicable regulations and Medical Center policies. Maintains all Clinical Master Schedules in Cadence for provider and has oversight of master schedules.
• Academic Support: Responsible for the clerical and administrative support of Thoracic academic activities. Support the division in the management of fellowship programs, education conferences, resident orientations, and medical student support. In partnership with the CME office, responsible for the oversight and implementation of all documentation for CME-related conferences.
• Revenue Cycle Support/ Communication and Documentation Supports billing compliance in the practice. Assures that registration and billing functions are performed in an accurate and timely manner and meet all compliance guidelines. Resolves complex insurance and authorization problems. Leads investigations to identify root cause issues and errors related to the revenue cycle and resolves complex billing or authorization issues. Coordinates maintenance of patient records, documentation for billing, and completion/submission of documents regarding patient care and insurance. Directs the PSR staff to transcribes, proofreads, and ensures accuracy and timeliness of all written materials, including medicals reports, CV’s and correspondence . Serves as the eRecord Deputy for the division and can make operational changes to the eRecord system in real-time.
• Financial and Business Management Operates within division budget guidelines. Evaluates alternatives and works to ensure the division is operating efficiently and, in a cost, effective manner. Gathers information, draws conclusions, and implements improvements. Evaluates to achieve sustained results. Reconciles monthly ledgers ensuring fiscal adherence to budgets and assist with budgetary submissions as needed (clinic budget, PCARD reconciliation, other, Manages the billing services for outside vendors i.e Cederon). Purchase order authority per University thresholds, PCARD purchases up to $8000/month, P2P thresholds per University thresholds, for payment, petty cash, per University guidlines. Prepares and signs off on all purchase orders, for non-capital items, controls expenses, Responsible for the management of equipment (telecommunications equipment/ faxes, printers, computers, ITSR) and recommends new equipment as needed to the division administrators. Ensures the discontinuation of services for telecommunication services upon faculty and advance practice departures. Responsible for the annual equipment inventory. Reviews the monthly logs for IT/Networking Communication Services for pagers, wireless telephones and divisional telephone logs.
• Performs additional duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Manager