Department: Pediatric
Schedule: Monday-Friday, 8:00am-4:30pm

Job Summary:

Manages the coordination of the office policies and procedures and monitors the productivity and efficiency of the administrative office and clinic. Trains and supervises the staff, assists in team problem-identification and problem-solving activities. Oversees the operational development regarding patient care, assists in the strategic planning of revenue generation, and provides oversight to the function of patient appointments and compliance of patient medical records. May assist with oversight of budget and associated accounts.

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Primary Duties:

• Develops and contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.

• Assists in the preparation of the department budget and monitors accounts on a timely basis; apprises management of variances.

• Maintains payroll records, time and attendance, and personnel records.

• Participates in meetings and on committees and represents the department and hospital in community outreach efforts as required. Participates in multidisciplinary quality and service improvement teams.

• Performs a variety of complex and confidential administrative duties. Exercises considerable discretion and independent judgment and can analyze complex information requests and determine complex trends.

• Responds to and resolves problems and complaints.

• Supervises procurement activities for the department, including purchasing, receiving, storage, inventory control and utilization of equipment, materials and supplies. Responsible for the maintenance, performance, and repair of equipment, furnishings and facilities.

• Supervises the daily clerical/office operations of the department. Assists in selecting, training, orienting, and assigning department staff. Develops performance standards, evaluates performance, and conducts performance management planning. Initiates or makes recommendations for personnel actions. Maintains ongoing communication with subordinates to review programs, provide feedback, discuss new developments, and exchange information.

• Provides training for all new department staff.

• Supervises the maintenance and preparation of records, files and other documents.

• Supervises proper maintenance of Medical Records and confidentiality related to patient care.

• Oversees the staff management of Medical Records ensures compliance to all HIPPA standards, policies and procedures.

• Manages the joint fellowship program for the Division.

• Coordinate review and processing of applications, scheduling interviews, processing candidate evaluations, and reporting matching programs.

• Works with the Fellowship Program Director and serves as the Divisional Liaison to the Graduate Medical Education Office providing necessary budgetary data and attending required GME informational sessions.

• Maintains clinical rotation schedules for fellows, at on and off-site training programs, in conjunction with the chief of service; maintains fellowship program records and evaluations; tracks participant progress through program ensuring completion requirements; coordinates information required for ongoing program recertification.

• Manages all other educational programs for the division including residency and medical student rotations, and continuing education.

• Responsible for the timely reconciliation of billing and responding to all related requests for reconciliation of billing, rejections, lag, etc. with the Physicians United Billing Service.

• Gathers and/or researches and organizes all medical and financial information to ensure internal and external customer satisfaction, cost effectiveness, and efficiency of practice operations

• Manages practice activities to facilitatebilling.

• Stays current with changes in billing regulations, and medical record requirements and communicates these changes to faculty and staff.

• Offers suggestions and observations in areas that will enhance the billing operations and process regarding patient care and revenue generation/protection.

• Supervises patient appointment scheduling according to regulations, policies and procedures using the managed care matrix, pre-registration and registration and referral requirements.

Qualifications:

• Bachelor's degree required (One year of relevant education may be substituted for one year of required work experience)

• 3-4 years directly related work experience required

• Previous personnel management experience as well as financial management preferred

• Excellent written and verbal communication skills required.

• Proficient in Microsoft office suite, knowledge of web-based database management and electronic file maintenance, and an understanding of spreadsheet applications.

• Ability to interact with diverse physicians and managers.

• Excellent leadership and organizational skills.