Medical Department Administrator

POSITION SUMMARY: The Medical Department Administrator provides administrative support and oversight to various activities of the medical department including: clinician scheduling and schedule optimization, clinician recruiting and orientation, clinical staff credentialing, administrative support for student/resident rotations, and administrative support for Esperanza’s clinical grants. The medical department administrator also serves and advocates for clinicians and assists the Medical Director and Site Medical Directors in leading the department.

ESSENTIAL FUNCTIONS

Departmental Vision and Mission

• Assist with casting direction and vision for the department.
• Assist with continual department process improvement
• Regularly participate in and lead devotions.

Medical Director and Clinician Leadership Support

• Point of contact for Medical Department regarding concerns, problem solving, communicating, responding in a timely fashion, in collaboration with Medical Director.
• Organizes clinician meetings, anticipating and planning agenda items, leading discussions/trainings when appropriate, in conjunction with Medical Director.
• Take and distribute clinician meeting minutes.
• Help to manage Medical Director’s schedule.
• Support projects of Medical Director, Site Medical Directors and Associate Medical Directors as needed and as available, provide additional direction and accountability.
• Know and communicate Medical Department policy to clinicians and staff when appropriate. Assist with drafting, editing, compiling, and formatting medical department policy and procedure.

Clinician Support

• Provide spiritual support, encouragement to clinician staff as needed
• Take initiative to check in with clinicians, advocate for clinician wellbeing and concerns, and work toward resolution of any problems that arise.
• Respond to clinician communications in a timely fashion.
• Interface with Information Technology department as needed for issues affecting the Medical Department.

Human Resources

• Recruit, track, screen, and interview clinicians for the health center, with Medical Director. Consider additional avenues of recruitment. Plan and coordinate interview process, select most appropriate Esperanza staff to participate. Compile and distribute interview feedback, weigh strengths and liabilities of candidates, participate in selection process with Esperanza management.

• Assist with clinician recruiting at conferences, career fairs, and other events.
• Draft hiring agreements, individualizing as per unique aspects of each candidates, within present salary and other guidelines and precedent.
• Maintain an accurate record of clinician salary and per diem pay rates and how they are derived.
• Organize clinician on-boarding and orientation in collaboration with HR and Medical Director, including assisting clinicians prepare for language training and working with the credentialing coordinator to set a clinician’s start date.
• Coordinate and plan staff retreats with HR, as needed.
• Provide ongoing supervision, training, and oversight to Medical Department Coordinators, the HIV grants and program coordinator, and clinical reporting coordinator.
• Perform annual evaluations for direct reports

Scheduling and Appointment Utilization

• Provide oversight and direction to medical department coordinator for the clinician weekend, vacation, and hospital rounds on the annual planning calendar and the provider monthly schedule
• Oversee medical department coordinator in evaluating and approving clinician time off requests, in collaboration with the Medical Director when necessary.
• Track patient medical appointment utilization and analyze data as needed, adjusting appointment mix accordingly, in collaboration with office managers and site medical directors, to optimize access, maintain productivity targets, and optimize clinician patient panel sizes.
• Maintain accurate clinician FTE numbers, panel sizes, and template appointment breakdowns to make decisions about number of hubs needed, new patient access, & clinician site/day assignment.

• Work with specialty teams (HIV, OB-GYN, MAT, DM, etc) and medical department coordinator to adjust templates, evaluate scheduling rules, and preserve adequate primary care access while meeting needs of specialty population.

• Collaborate with practice management and site leadership to refine clinic scheduling workflows.
• Oversee completion of monthly session count and productivity spreadsheet

HIV Program and Grants Management

• Provide administrative oversight of Esperanza's HIV Care grants to ensure compliance (in coordination with the Chief Administrative Office and the CMO)
• Supervise the HIV grant and program coordinator
• Communicate with Project Officers for Ryan White funding, to ensure grant compliance

• Attend relevant external meetings, such Ryan White Conferences, AIDS Activities Coordinating Office (AACO) Executive Director’s Meeting, HRSA and AACO meetings in person and/or virtually as applicable.
• Collaborates with the Development team, Chief Administrative Officer, and the HIV Grants and Program Coordinator to complete grant applications and reports for HIV care.
• Provide administrative oversight to grants within the medical department, ensuring collaboration between project staff and finance department

Quality Assurance

• Coordinate annual patient satisfaction survey

Budget Management

• Plan and project future staffing for annual budget
• Project budgeted encounters for coming fiscal year and compare actual encounters to monthly budget, with Medical Director.

Student and Resident Activities

• Coordinate, lead discussions, and assist with setting vision and direction for the Student Mentoring Program in collaboration with Associate Medical Director.
• Offer support to the Summer Medical Institute and serve as a liaison for EHC resources and collaboration.

Community Relations

• Plan department projects involving students and volunteers. Write job descriptions for, coordinate, train, supervise and evaluate students and volunteers.
• Accommodate medical groups and visitors with interests consistent with our mission and vision. Discuss department activities, give tours, network, connect with appropriate staff, and envision roles for future Esperanza involvement or collaboration.

Additional Responsibilities

• Help to cover tasks during absences of direct reports
• Other duties as assigned.

COMPETENCIES

• Self-directed and motivated.
• Exceptional organizational and interpersonal skills, with attention to detail required.

• Independent thinker and good problem-solver.
• Strong oral/written communication is required. Establishes and maintains open lines of communications with other staff.
• Ability to work collaboratively in a team and manage multiple priorities, utilize effective time management skills, and exercise sound administrative judgment.
• Ability to analyze systems and to develop creative solutions to problems.
• Demonstrated ability to work well with people of various ages, backgrounds, ethnicities, and life experiences.
• Mature, well-spoken. Maintains discretion and confidentiality in communicating with others.
• Skilled and humble leader.
• Wisdom and courage to evaluate candidates in a way that preserves Esperanza’s mission and honors and respects those who may not be good fits.
• Communicates the love of Christ through interactions, not complaining or arguing, but expressing hope in Christ and His promises.
• Seeks to serve Christ and proclaim the gospel in word and deed.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS

• Bachelor’s degree required.
• Leadership experience required.
• Administrative experience, preferably 1-2 years.
• Bilingual English/Spanish preferred.
• Experienced with MS Word and Excel.

• Demonstrates lifestyle consistent with the teachings of the Bible.
• Accountable to and active in a Bible-teaching church congregation.

WORKING CONDITIONS

• Must be able to work in regular office environment.