Medical Department Administrator

2 weeks ago

Philadelphia, United States Esperanza Health Center Full time
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.

  • Medical Department Administrator

    3 weeks ago

    Philadelphia, United States Esperanza Health Center Full time

    Job DescriptionJob DescriptionPOSITION 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,...

  • Administrative Assistant-medical Department

    6 hours ago

    Philadelphia, United States Public Health Management Corporation Full time

    **PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment. We will provide the Vaccination at one of our Health Centers at no cost.** **_Job Description:_*** **Responsible for providing administrative support to the health network medical leadership...

  • HR Administrative Assistant/recruitment

    3 days ago

    Philadelphia, United States Excel Medical Center Full time

    **_Striving for a Healthier Community!_** **Excel Medical Center seeking an HR Administrative Assistant/Recruiter to join us in our mission to provide direct clinical Adult medicine to the underserved community in Philadelphia!** We are seeking a high-energy, solutions-oriented HR Administrative Assistant/Recruiter to perform a variety of HR administrative...

  • HR Administrative Assistant/Recruitment Representative

    1 day ago

    Philadelphia, United States Excel Medical Center Full time

    Job DescriptionJob Description Striving for a Healthier Community!Excel Medical Center seeking an HR Administrative Assistant/Recruiter to join us in our mission to provide direct clinical Adult medicine to the underserved community in Philadelphia!We are seeking a high-energy, solutions-oriented HR Administrative Assistant/Recruiter to perform a variety of...

  • Administrative Services Manager

    22 hours ago

    Philadelphia, United States Penn Medicine Full time

    **Description** Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all...

  • Emergency Department Medical Director

    4 weeks ago

    Philadelphia, PA, United States LifeStance Health Full time

    Medical Director Psychiatrist-Child /Adolescent or Adult Seeking an outpatient Psychiatric Medical Director (Child/Adolescent -or- Adult Patients) with excellent communication skills and clinical acumen to join our private group practice which is expanding in Philadelphia, PA. Our interdisciplinary team provides comprehensive for children, adolescents, and...

  • Administrative Specialist

    2 weeks ago

    Philadelphia, United States Children's Crisis Treatment Center Full time

    CCTC is seeking an Administrative Specialist to join our Outpatient Services Department to provide support services to the Outpatient & Trauma department, children and families served, and all other agency stakeholders.Responsibilities include, but not limited to, daily coverage of the main reception desk, including the ability to answer phones on a...

  • Administrative Specialist

    4 days ago

    Philadelphia, United States Children's Crisis Treatment Center Full time

    CCTC is seeking an Administrative Specialist to join our Outpatient Services Department to provide support services to the Outpatient & Trauma department, children and families served, and all other agency stakeholders. Responsibilities include, but not limited to, daily coverage of the main reception desk, including the ability to answer phones on a...

  • Sr. Medical Secretary

    2 weeks ago

    Philadelphia, United States Temple University Health System Full time

    The Senior Medical Secretary provides administrative and secretarial support to assigned physicians/personnel in a surgical department. The Senior Medical Secretary acts as a liaison for all administrative details of a confidential nature for assigne Secretary, Medical, Surgical, Healthcare

  • Payroll Administrator

    2 weeks ago

    Philadelphia, United States Elliott-Lewis Full time

    Payroll Administrator Philadelphia,Pennsylvania,United States| Centralized Corporate| Full-time| Partially remote Apply by: No close date Apply **Position Overview** Elliott-Lewis Corporation is seeking a Payroll Administrator to join our Payroll Department. This position will be responsible for all aspects of processing weekly payroll for both...

  • Certified Medical Assistant

    4 weeks ago

    Philadelphia, United States EVEREST MEDICAL CARE GROUP LLC Full time

    Job DescriptionJob Description```Duties```- Perform administrative tasks such as scheduling appointments, maintaining medical records, and billing and coding for insurance purposes.- Assist healthcare providers with patient examinations and treatments.- Administer medications, including injections, as directed by healthcare providers.- Prepare patients for...

  • Operations Administrator

    3 weeks ago

    Philadelphia, United States Esperanza Health Center Full time

    Job DescriptionJob DescriptionDEPARTMENT: Administration SUPERVISOR: Chief Operating Officer (COO)POSITION: Operations AdministratorSTATUS: EXEMPTPOSITIONS SUPERVISED: PRIMARY SITE: HPPOSITION DESCRIPTION: Operations (or Executive) AdministratorSUMMARY: The Administrator provides administrative support to the COO and activities associated with the overall...

  • Sr. Administrative Assistant

    7 days ago

    Philadelphia, United States Temple University Health System Full time

    Assists with the administrative functions of the department. Performs varied tasks to support department management requiring considerable judgement in problem solving and extensive knowledge of departmental and institutional policies and procedures. Continually works to ensure the smooth operation and workflow of the department. Handles time sensitive and...

  • Chief Administrative Officer

    5 days ago

    Philadelphia, United States Esperanza Health Center Full time

    DEPARTMENT: AdministrationSUPERVISOR: Chief Executive Officer (CEO)POSITION: Chief Administrative Officer (CAO)STATUS: EXEMPTPOSITIONS SUPERVISED: Director of Human Resources, Director of Planning & Business Development (representing Advancement Department), Head of Security, Facilities, Environmental and Emergency ManagementPRIMARY SITE: Hunting Park...

  • Medical Assistant/Clerk

    3 weeks ago

    Philadelphia, United States New Life Staffing LLC Full time

    Job DescriptionJob DescriptionDescription:We are seeking a detail-oriented and organized Medical Support Assistant/Clerk to join our team at a federal government healthcare facility. The successful candidate will be responsible for providing administrative support and assistance to medical staff, ensuring smooth operations within the medical...

  • Administrative Assistant

    7 days ago

    Philadelphia, United States Newmark Full time

    **JOB DESCRIPTION**: Under limited supervision, provides a wide variety of moderately complex administrative services, including but not limited to, secretarial, data collection, and report-writing tasks specific to the group or individual to which assigned. May be responsible for the preparation and control of records, statistics, and reports regarding...

  • ADMINISTRATIVE COORDINATOR

    2 weeks ago

    Philadelphia, United States Temple University Health System Full time

    Under the direction of Department / section Manager is responsible for the day - to - day administrative operations of the department/section. Analyzes and organizes office operations and procedures . Ensures Customer Service standards are met. May manage staff, preparation of payroll, personnel & information management, requisition of supplies, and other...

  • ADMINISTRATIVE COORDINATOR

    2 weeks ago

    Philadelphia, United States Temple University Health System Full time

    Under the direction of Department / section Manager is responsible for the day - to - day administrative operations of the department/section. Analyzes and organizes office operations and procedures . Ensures Customer Service standards are met. May manage staff, preparation of payroll, personnel & information management, requisition of supplies, and other...

  • Chief Administrative Officer

    4 weeks ago

    Philadelphia, United States Esperanza Health Center Full time

    Job DescriptionJob DescriptionDEPARTMENT: Administration SUPERVISOR: Chief Executive Officer (CEO)POSITION: Chief Administrative Officer (CAO)STATUS: EXEMPTPOSITIONS SUPERVISED: Director of Human Resources, Director of Planning & Business Development (representing Advancement Department), Head of Security, Facilities, Environmental and Emergency...

  • Client Service Administrator Specialist

    3 weeks ago

    Philadelphia, United States Art City Vets Full time

    Job DescriptionJob DescriptionClient Service Administrative SpecialistJob TypeFull-time/HourlyComprehensive benefits package, 401k, Uniform Allowance, Discounted Pet Care & More!Qualifications• High school or equivalent (Required)• Client service experience: 1 year (Required)• Veterinary reception experience: (Preferred)• Administrative experience: 1...