Department Administrator I

*SUMMARY* Working directly with the Department Administrator, and collaboratively with the Division Directors and Department Chairman, this senior management position will take responsibility for the clinical operations of the Department of Otolaryngology – Head and Neck Surgery to include coordination and management of staff performance in all areas where clinical services are rendered.
This currently includes offices at Sentara Norfolk General Hospital, Sentara Princess Anne Hospital, Sentara Leigh Hospital and our Facial Plastics Office in Virginia Beach.
Additional practice locations are anticipated in the future including the Sentara Brock Cancer Institute.
Will assist the Department Administrator II with daily financial and business related activities l, as needed, and in their absence.
*QUALIFICATION REQUIREMENTS* *EDUCATION/EXPERIENCE:* An Bachelor’s degree is required to be considered for this role.
An advanced degree, such as an MBA or MHA is preferred but not required.
Candidates holding clinical licensure, such as an RN, are also encouraged to apply.
Significant experience in managing staff and clinical operations should be demonstrated in a candidate’s application and that is typically seen through an established track record of progressive management experience of at least four (4) years required.
A firm understanding of the healthcare field is required and experience in the operations of a busy surgical practice is strongly desired.
*ESSENTIAL DUTIES AND RESPONSIBILITIES* The position will be responsible for supervising the practice manager, clinical staff, and registration staff at all practice locations, providing ongoing training and monitoring of staff performance for all areas of responsibility.
This position will report directly to the Department Administrator II and Department Chairman.
A summary of the responsibilities by functional area are as follows: *Clinical Operational Responsibilities* _*Supervision of Registration Staff*_ The position will play a pivotal role in maintaining the professionalism and effectiveness of the Departments front desk operations by ensuring that the reception team delivers exceptional customer services and follows established protocols.
Major areas of focus will be as follows: * Supervision and Leadership *Provide guidance, support and leadership to Medical Reception staff members.
* * Schedule staff and assignments of tasks to ensure adequate coverage and efficient workflow of the front office.
* Conduct regular staff meetings to communicate updates and foster a collaborative work environment.
* Front Desk Operations Oversee the day-to-day operations of the front desk, ensuring prompt and courteous service to patients from all staff members at all clinical practice locations.
* Manage patient check-in and check-out process.
* Set up checks and balances to ensure an appropriate registration process at the front desk to minimize any revenue cycle management concerns.
* Ensure scheduling of appointments takes place per Department guidelines and assist staff with handling inquiries and scheduling as needed.
* Patient Experience *Monitor and maintain a high standard of customer service, ensuring that all patients feel valued and respected.
* * Address patient complaints and concerns, working with resources available to resolve issues promptly and professionally.
* Training and Development Train new medical reception staff and provide ongoing education to existing staff on relevant protocols and procedures.
* Conduct performance evaluations and provide constructive feedback for team members professional growth * Records Management *Ensure the accuracy and completeness of patient records, including verifying insurance coverage and updating contact information.
* * Maintain a secure and organized system for filing and retrieving patient information received via referrals and other information via fax.
* Process medical records requests in a timely manner.
* Compliance Participate in all trainings and meetings put on by the EVMS Medical Group and ensure the Department is maintaining compliance with all regulations associated with the registration function.
* Ensure reception staff are following all legal guidelines pertaining to the handling of PHI.
* Administrative Support *Coordinate staff to assist with other administrative tasks when needed.
* * Inventory Monitor front office supply levels to ensure items are in stock and available when needed.
* Emergency Response *Assist in training staff to handle emergent situations that may take place in the front office such as a medical crisis or security concern.
* * Ensure all policies and protocols for responding to emergent situations are known by all staff.
* Continuous Improvement Identify opportunities for process improvement, efficiency and patient satisfaction.
Implement changes as approved by Department Administrator and Division Directors.
_*Supervision of Clinical Staff*_ Working hand and hand with the Division Directors of the Department, this role will be key to ensuring the safe, efficient and patient-focused delivery of healthcare services by the Medical Assistants (MA’s), Licensed Practical Nurses (LPN’s) and Registered Nurses (RN’s) of the Department.
This position will report directly to the Department Administrator II and the Department Chairman.
Major areas of focus will be as follows: * Clinical Leadership *Provide leadership, guidance and support to Medical Assistants, LPN’s and RN’s to ensure safe and high-quality patient care.
* * Collaborate with the Division Directors to develop and implement clinical policies and procedures.
* Staff Management Supervise the clinical staff, including scheduling, assigning tasks and ensuring adequate coverage of all Division needs.
* Conduct regular team meetings to communicate updates, share best practices and promote a collaborative work environment.
* Patient Care *Oversee and ensure the delivery of safe and effective patient care by clinical staff at all practice locations.
* * Assist in the assessment, planning, implementation and evaluation of patient care plans and ensuring checks and balances that all care plans are being completed as assigned.
* Monitor work loads and provide support/intervention when needed.
* Training and Development Train new clinical staff members and provide ongoing education, in collaboration with Division Directors, to enhance their clinical skills and knowledge.
* Conduct performance evaluations and provide constructive feedback for staff members professional growth.
* Compliance and Regulations *Ensure that clinical staff adhere to all policies established by the Department.
* * Work with the Quality Improvement office to establish best practices for the Department to meet all QI goals.
* Work with Department Administrator and Chairman on any concerns that need immediate correction.
* Records Management Ensure staff are completing patient records to include scanning in all appropriate information to the patient chart per Medical Group guidelines.
* Emergency Response *Train staff to be prepared to handle any emergent situation that may take place within the clinic.
* * Inventory and Supplies Monitor and manage the inventory of clinical supplies and equipment, ensuring that all necessary materials are in stock and available for provider use.
* Quality Improvement *Identify opportunities for process improvement, efficiency, and enhanced patient care and collaborate with Division Directors to implement needed changes.
* * Staff Well Being Foster a positive and supportive work environment that promotes staff wellbeing, teamwork and morale.
* Communication and Collaboration *Collaborate with all team members, internal and external to the Department, to ensure seamless patient care coordination.
* * Notify Department Administrator of any areas of concern and correction.
* Reporting Work with Department Administrator on reports associated with Clinical Operations and Practice Management.
* Use applicable data to drive discussions of Quality Improvement with Division Directors.
_*Other Duties as Assigned by Department Administrator II and/or Department Chairman*_ *Business Responsibilities (performed on an as needed basis):* The position will also have a collaborative working relationship with the Department Administrator II and Department Chairman to assist with any needed changes to help meet the goals of increased patient care and satisfaction in the areas of clinical operations and patient registration.
Examples of additional responsibilities may include: * Preparing budgets and various financial reports.
* Monitoring charge capture/reimbursement billing and compliance * Preparing and submitting staff performance appraisals * Implementation and oversight of new clinical programs * Respond to faculty and/trainee inquiries or needs regarding clinical operations * Improving the overall workplace satisfaction for faculty, trainees and residents * Working to develop novel and enhanced marketing strategies for the department * Preparedness to cover the duties of the Department Administrator during periods of absence including vacation or illness EVMS is EOE/including disability and veterans and Drug and Tobacco Free workplace.
Job Type: Full-time Pay: $74,598.
00 - $91,756.
00 per year Benefits: * 401(k) * Dental insurance * Employee assistance program * Flexible spending account * Health insurance * Health savings account * Life insurance * Paid time off * Parental leave * Professional development assistance * Relocation assistance * Retirement plan * Vision insurance Schedule: * 8 hour shift * Day shift * Monday to Friday * No nights * No weekends Work Location: In person