Administrator I (Practice Manager) - 237036
University of Rochester
Rochester, NY
administrator
manager
management
data
leadership
develops
training
administrator
collaboration
procedures
meetings
compliance
team
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February 25, 2023
University of Rochester
Rochester, NY
Administrator I (Practice Manager) Job ID 237036
Location
Strong Memorial Hospital
Full/Part Time Full-Time
Favorite Job
Regular/Temporary Regular
Opening
Full Time 40 hours Grade 052 Psychiatry SMH Administration
Schedule
8 AM-4:30 PM
Responsibilities
GENERAL PURPOSE:
Under the general direction, and direct supervision of the Division Administrator, serves as a member of the leadership team in the Geriatric Division. Works in collaboration with the Clinical leaders and Division Administrator to develop systems/processes that will assure that standards are met and efficient operations are achieved. Carries out strategic goals as set by the Division’s leadership for Older Adult and Memory Care Clinics. Manages direct reports. Supervises the clerical staff, including patient reception, patient satisfaction, registration, charge capture and charge entry, co-pay collection, reconciliation of encounter forms at day’s end, prior authorizations, appointment scheduling, referral management, and telephone management. Defines goals and communicates measurable outcomes quarterly and as needed for the area to the Clinical Directors and Division Administrator. Manages clinician master scheduling and provides operational reports out of eRecord. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I CARE values.
RESPONSIBILITIES:
Operations management
+ Supports the daily clinical operations at all site locations by collecting data from various sources, to analyze and interpret it, and to make recommendations improving the clinical operation.
+ Implements procedures for enhancing levels of service and quality. Re-evaluates implementation of projects to assess and determine further recommendations to improve gap closure and/or identify opportunities.
+ Collects, analyzes and interprets data to ensure optimal patient throughput and maximum patient access.
+ Troubleshoots and solves problems proactively and as they arise.
+ Collects and analyzes data to ensure staffing levels are appropriate for volume of patients scheduled at each location.
+ Attends monthly meetings as scheduled/required.
Fiscal/Data Management
+ In collaboration with the site leadership, assumes responsibility for the clinical finances.
+ Analyzes subsidiary ledgers and resolves any discrepancies. Reports to the Division all charges that appear on Older Adult and Memory Care accounts. Investigates any variances and take necessary actions to secure payment of appropriate invoices.
+ Coordinates processing of journal entries as appropriate.
+ Maintains a systematic file of open and closed expenditures for all accounts.
+ Prepares justifications for capital purchases.
+ Develops cost reduction and expense management initiatives in collaboration with Clinical Leadership.
+ Prepares data for annual operating budgets and for financial reports, prepares analyses and allocates expenses, coordinates expenditures and property controls; reviews and approves invoices, payroll and other personnel forms.
+ To ensure compliance and that we are capturing charges/revenue for our services, collects and analyzes information regarding the practice and enhances billing/encounter forms as needed.
+ Ensures central reports accurately reflect Divisional productivity
+ To incorporate best practices, maintains expert knowledge of eRecord by attending meetings/training and acting as the subject matter expert (SME) for the Division.
Customer Satisfaction
+ Assures I CARE values are demonstrated by all staff at all times.
+ Acts as an excellent representative of the unit at departmental, service and institutional meetings.
+ Serves as point person for the management of patient complaints and in this role, serves as a front-line problem solver.
+ Answers correspondence and other inquiries involving the interpretation of University as well as departmental policy, regulations, procedures, etc.; guides subordinates on replies to routine correspondence.
+ Acts as a liaison with physicians, staff and with other community health, social and government agencies.
Schedule Management
+ Develops and plans the creation of Master Clinical schedule for clinical providers, residents and therapists.
+ Maintains providers’ schedules to ensure adequate visit volumes for patient access and financial performance.
Staff Supervision/Orientation
+ Directs and supervises front end and clerical staff.
+ Maintains compliance with employment law and ensures adherence to policies and procedures.
+ Collects, analyzes and interprets data to develop and establish standard operating procedures.
+ Develops and plans employee schedules to meet operational needs.
+ Assigns accountabilities and reviews completed work for accuracy.
+ Provides consistent feedback to staff on their performance and achievements.
+ Meets regularly with clerical staff for information exchange and educational events.
+ Recruits, interviews, hires and trains clerical staff in new system updates
+ Introduces and educates new staff to the unit and to their responsibilities of each position.
+ Ensures and inspects that the learning is competency based, provides clear expectations and goals to trainee.
+ Ensures annual staff mandatories are completed.
+ Assesses and evaluates performance throughout training, and provides feedback, additional resources and training when needed.
+ Provides educational material to staff to facilitate the learning process.
+ Initiates related personnel actions.
+ Monitors and edits clerical staff time entry in HRMS, approves clerical staff payroll and vacations.
+ Counsels clerical staff regarding performance issues and develops with the staff, plans to improve.
+ Completes and delivers end of probation and annual performance evaluations of clerical staff.
+ Assures accuracy of clerical staff personnel files and completeness of mandatory education
Quality Controls/Process Improvement
+ Establishes criteria for monthly monitoring of accuracy and efficiency; delegates data collection, reviews results and make a plan to meet goals.
+ Ensures pre-verification protocols are managed.
+ Monitors timeliness and accuracy of work performed by ancillary departments for areas under position’s direction.
+ Tracks and analyzes reports available to measure the effectiveness, productivity, and completeness of work completed; makes recommendations and implements processes to improve these measures when necessary.
+ Prepares monthly volume and statistical reports for the Leadership Team to review and to share at staff meetings.
+ Reviews, analyzes and interprets results of Patient and Staff satisfaction surveys, and makes recommendations to improve satisfaction.
+ In collaboration with clinical directors, oversees clinical compliance for quality assurance, documentation and reporting.
+ Ensures compliance with standard, HIPAA, OSHA, OASAS, and The Joint Commission (TJC) policies by implementing quality controls, and providing and enforcing appropriate training.
+ Develops, and trains/practices for emergency and disaster planning protocols.
+ Understands and enforces patient rights and organizational ethics and philosophies
Other duties as requested
QUALIFICATIONS:
Required:
+ Graduation from college or an equivalent combination of experience and training.
+ 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.
Preferred:
+
+ Excellent written and verbal communication skills
+ Ability to think strategically and operationally at the same time.
+ Ability to think critically and systemically.
+ Ability to analyze complex problems and formulate evidence-informed plans, solutions and courses of actions.
+ Knowledge of process and quality improvement methodologies/tools.
+ Ability to constructively challenge established ways of doing things and lead change.
+ Ability to analyze, understand, and utilize operational, clinical, and financial data.
+ Ability to establish and maintain cooperative working relationships with individuals at all levels of the organization.
+ Ability to promote and advance diversity, equity, and inclusion.
+ Ability to engage and influence team members, even in a matrix reporting structure.
+ Effective mentoring, coaching, and performance management skills.
+ Ability to work independently and meet deadlines.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Location
Strong Memorial Hospital
Full/Part Time Full-Time
Favorite Job
Regular/Temporary Regular
Opening
Full Time 40 hours Grade 052 Psychiatry SMH Administration
Schedule
8 AM-4:30 PM
Responsibilities
GENERAL PURPOSE:
Under the general direction, and direct supervision of the Division Administrator, serves as a member of the leadership team in the Geriatric Division. Works in collaboration with the Clinical leaders and Division Administrator to develop systems/processes that will assure that standards are met and efficient operations are achieved. Carries out strategic goals as set by the Division’s leadership for Older Adult and Memory Care Clinics. Manages direct reports. Supervises the clerical staff, including patient reception, patient satisfaction, registration, charge capture and charge entry, co-pay collection, reconciliation of encounter forms at day’s end, prior authorizations, appointment scheduling, referral management, and telephone management. Defines goals and communicates measurable outcomes quarterly and as needed for the area to the Clinical Directors and Division Administrator. Manages clinician master scheduling and provides operational reports out of eRecord. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I CARE values.
RESPONSIBILITIES:
Operations management
+ Supports the daily clinical operations at all site locations by collecting data from various sources, to analyze and interpret it, and to make recommendations improving the clinical operation.
+ Implements procedures for enhancing levels of service and quality. Re-evaluates implementation of projects to assess and determine further recommendations to improve gap closure and/or identify opportunities.
+ Collects, analyzes and interprets data to ensure optimal patient throughput and maximum patient access.
+ Troubleshoots and solves problems proactively and as they arise.
+ Collects and analyzes data to ensure staffing levels are appropriate for volume of patients scheduled at each location.
+ Attends monthly meetings as scheduled/required.
Fiscal/Data Management
+ In collaboration with the site leadership, assumes responsibility for the clinical finances.
+ Analyzes subsidiary ledgers and resolves any discrepancies. Reports to the Division all charges that appear on Older Adult and Memory Care accounts. Investigates any variances and take necessary actions to secure payment of appropriate invoices.
+ Coordinates processing of journal entries as appropriate.
+ Maintains a systematic file of open and closed expenditures for all accounts.
+ Prepares justifications for capital purchases.
+ Develops cost reduction and expense management initiatives in collaboration with Clinical Leadership.
+ Prepares data for annual operating budgets and for financial reports, prepares analyses and allocates expenses, coordinates expenditures and property controls; reviews and approves invoices, payroll and other personnel forms.
+ To ensure compliance and that we are capturing charges/revenue for our services, collects and analyzes information regarding the practice and enhances billing/encounter forms as needed.
+ Ensures central reports accurately reflect Divisional productivity
+ To incorporate best practices, maintains expert knowledge of eRecord by attending meetings/training and acting as the subject matter expert (SME) for the Division.
Customer Satisfaction
+ Assures I CARE values are demonstrated by all staff at all times.
+ Acts as an excellent representative of the unit at departmental, service and institutional meetings.
+ Serves as point person for the management of patient complaints and in this role, serves as a front-line problem solver.
+ Answers correspondence and other inquiries involving the interpretation of University as well as departmental policy, regulations, procedures, etc.; guides subordinates on replies to routine correspondence.
+ Acts as a liaison with physicians, staff and with other community health, social and government agencies.
Schedule Management
+ Develops and plans the creation of Master Clinical schedule for clinical providers, residents and therapists.
+ Maintains providers’ schedules to ensure adequate visit volumes for patient access and financial performance.
Staff Supervision/Orientation
+ Directs and supervises front end and clerical staff.
+ Maintains compliance with employment law and ensures adherence to policies and procedures.
+ Collects, analyzes and interprets data to develop and establish standard operating procedures.
+ Develops and plans employee schedules to meet operational needs.
+ Assigns accountabilities and reviews completed work for accuracy.
+ Provides consistent feedback to staff on their performance and achievements.
+ Meets regularly with clerical staff for information exchange and educational events.
+ Recruits, interviews, hires and trains clerical staff in new system updates
+ Introduces and educates new staff to the unit and to their responsibilities of each position.
+ Ensures and inspects that the learning is competency based, provides clear expectations and goals to trainee.
+ Ensures annual staff mandatories are completed.
+ Assesses and evaluates performance throughout training, and provides feedback, additional resources and training when needed.
+ Provides educational material to staff to facilitate the learning process.
+ Initiates related personnel actions.
+ Monitors and edits clerical staff time entry in HRMS, approves clerical staff payroll and vacations.
+ Counsels clerical staff regarding performance issues and develops with the staff, plans to improve.
+ Completes and delivers end of probation and annual performance evaluations of clerical staff.
+ Assures accuracy of clerical staff personnel files and completeness of mandatory education
Quality Controls/Process Improvement
+ Establishes criteria for monthly monitoring of accuracy and efficiency; delegates data collection, reviews results and make a plan to meet goals.
+ Ensures pre-verification protocols are managed.
+ Monitors timeliness and accuracy of work performed by ancillary departments for areas under position’s direction.
+ Tracks and analyzes reports available to measure the effectiveness, productivity, and completeness of work completed; makes recommendations and implements processes to improve these measures when necessary.
+ Prepares monthly volume and statistical reports for the Leadership Team to review and to share at staff meetings.
+ Reviews, analyzes and interprets results of Patient and Staff satisfaction surveys, and makes recommendations to improve satisfaction.
+ In collaboration with clinical directors, oversees clinical compliance for quality assurance, documentation and reporting.
+ Ensures compliance with standard, HIPAA, OSHA, OASAS, and The Joint Commission (TJC) policies by implementing quality controls, and providing and enforcing appropriate training.
+ Develops, and trains/practices for emergency and disaster planning protocols.
+ Understands and enforces patient rights and organizational ethics and philosophies
Other duties as requested
QUALIFICATIONS:
Required:
+ Graduation from college or an equivalent combination of experience and training.
+ 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.
Preferred:
+
+ Excellent written and verbal communication skills
+ Ability to think strategically and operationally at the same time.
+ Ability to think critically and systemically.
+ Ability to analyze complex problems and formulate evidence-informed plans, solutions and courses of actions.
+ Knowledge of process and quality improvement methodologies/tools.
+ Ability to constructively challenge established ways of doing things and lead change.
+ Ability to analyze, understand, and utilize operational, clinical, and financial data.
+ Ability to establish and maintain cooperative working relationships with individuals at all levels of the organization.
+ Ability to promote and advance diversity, equity, and inclusion.
+ Ability to engage and influence team members, even in a matrix reporting structure.
+ Effective mentoring, coaching, and performance management skills.
+ Ability to work independently and meet deadlines.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
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