Administrative Manager Associate

2 weeks ago

Ann Arbor, United States University of Michigan Health System Full time
How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

Basic Function and Responsibilities
The Administrative Manager Associate of the Cutaneous Surgery and Oncology (MOHS) Ambulatory Care Unit (ACU) reports to the Medical Specialties Associate Director of the University of Michigan Medical Group (UMMG), and partners with the Medical Director and the Nurse Supervisor for overall performance and management of the Cutaneous Surgery and Oncology (MOHS) ACU.

This position has dedicated effort to provide administrative leadership and operations management to the Cutaneous Surgery and Oncology (MOHS) ACU which is a moderately sized, complex outpatient clinic. Additionally, dedicated effort will be provided to guide, implement and support service line operational initiatives at Michigan Medicine.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Responsibilities*

Essential Functions

Care Delivery
  • Implementation of clinical care model, guidelines and standards of care at ACU level
  • Implementation of provider deployment
  • Identification non-provider staff complement at the clinic/ACU
  • Review visit/productivity data to identify potential revisions to the staffing model
  • Oversee and regularly analyze clinic workflow optimization including referral management, scheduling, check-in, MA workflow, staff interface with providers, check-out, and call activity
  • Pilot new care models to support UMMG goals in striving to achieve value-based care delivery to populations.

ACU Operations
  • Supervision and direction given to operational administrative and clinical staff and engagement in their professional development
  • Oversees the day-to-day operations of the ACU
  • Ensures regulatory compliance with CMS, JC, CLIA, and other regulatory agencies as applicable
  • Leads onboarding of new providers and support staff into the clinic
  • Handles hiring/discipline and firing of clinical support and admin staff in their respective clinic
  • Evaluates clinical support and admin staff in collaboration with the triad leadership team
  • Provides feedback on operational issues involving providers in the ACU
  • Manages routine clinic operations (e.g., scheduling, billing, referral management, etc.)
  • Provides feedback/supervision/support/performance evaluation of assigned ACU staff
  • Develop and oversee efforts to recognize and incentivize staff excellence
  • Identify opportunities for quality improvement, and carry forward quality improvement, in all areas of ACU operations


Collaboration with Centralized Support Services
  • Collaborate with IT for required support services at the ACU level
  • Works regularly with support services functions to ensure operational goals are met

Space Management
  • Monitor and allocate space utilization within the ACUs
  • Identify improvements for ambulatory facilities, including construction or renovation of structures and purchase of major equipment

Patient Care
  • Develop and oversee policies to ensure patient satisfaction including analysis of patient and family feedback and corresponding action plan development and implementation
  • Address and follow-through with patient/family feedback and complaints including implementation and ongoing evaluation of appropriate process improvements
  • Oversee policies to ensure safety within the ACU (including physical structure, staff emergency readiness, etc.)
  • Collaborate with the Medical Director and Nurse Supervisor to review incident reports and ensure appropriate follow-up
  • Collaborate with the Medical Director to establish and enforce ACU provider onboarding policies (ensure adequacy of resources including rooms, schedule and staff including proper orientation to clinic)

Clinical Performance
  • Establish performance goals with ACU in alignment with UMMG goals
  • Partner with the Medical Director to ensure clinical provider scheduling is consistent with UMMG operational principles
  • Resolves clinical and operational problems at the ACU level

Operational and Financial Performance
  • Communicate performance metrics regularly to provider and staff in the clinics
  • Monitor operational and financial performance metrics at the ACU level
  • In collaboration with triad leadership, establish ACU level financial plan for upcoming year
  • Prepare, monitor, and manage billing and other fiscal activities including the monitoring of charges and collections, and initiate corrective action where needed

Core Responsibilities
  • Regularly review ACU processes to ensure ongoing compliance with institutional goals, objectives, policies, standards and guidelines.
  • Evaluates supporting function operations, identifying areas for improvement
  • Identify, communicate, share, and present operational, performance, and financial metrics and best practices to providers, staff, and leadership
  • Represent UMMG on committees
  • Attend and provide leadership within the ACU Leadership and Site Leadership Meetings
  • Foster collaborative environment by nurturing team-based care in a positive collegial and professional manner
  • Develop and communicate interpretation of Michigan Medicine/UMMG/ACS policies to staff, faculty, and outside agencies/groups as needed
  • Participate actively and provide data, action planning and other administrative leadership to the weekly and monthly meetings
  • Engage operations oversight role over additional ACUs to support effective service line engagement across the enterprise


Required Qualifications*

  • Bachelor's Degree
  • 1 to 3 years supervisory experience
  • Requires independent judgment to search out appropriate course of action within the context of policies and standards.
  • Demonstrated ability to facilitate teamwork necessary to leverage day to day operations.
  • Demonstrated effective communication, interpersonal and conflict management skills.
  • Demonstrated skill in change management


Desired Qualifications*

  • Prior management/supervisory experience is preferred.
  • Knowledge of the University of Michigan policies and procedures.
  • One or more years' experience in ambulatory care.
  • One or more years' experience in Dermatology


Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

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