Senior Administrative Director, Divisions of Otolaryngology and Oral Medicine

Job Description - Senior Administrative Director, Divisions of Otolaryngology and Oral Medicine (40 hours/days) (3287947)

Senior Administrative Director, Divisions of Otolaryngology and Oral Medicine (40 hours/days) - ( 3287947 )

GENERAL SUMMARY:

Directs all managerial all aspects of the two Division(s)s. Responsible for clinic and patient care delivery system activities of the Otorhinolaryngology (ORL) and Oral Medicine Division(s)s. This also includes administrative, financial and research management, ambulatory and clinical operations, human resource management, quality assurance and resource allocation.

ORL Division Statistics

Faculty: 14

Professional Staff: 8 Audiologists; 14 Newborn Screeners; 5 Voice Pathologist; 4 Nurse Practitioners, 2 Surgical PA’s, 1 Clinic Manager

Support Staff: 21 (adm assts, practice assts, coordinators, data mgrs, office assts, students)

Practice Locations: 3 (Brigham and Women’s Hospital, BW Faulkner Hospital, Foxboro)

Divisional Finances: $38M Charges, $14.5M Receipts, $2.13M Other Revenue, $15.5M Expenditures

Clinic Visits (FY24) 38,000

Faculty: 5

Support Staff: 5 (admin and practice assistants)

Supervisory Staff: 1 (clinic supervisor)

Practice Locations: 3 (BWH, 51 Performance Drive & DFCI)

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Provides oversight to outpatient, clinical operations.Provide support to outpatient clinic staff on staffing, budgeting and logistical issues.Work with clinic staff to provide an environment conducive to positive customer service.

2. Prepare annual budgets for each cost center in the Division(s).Manage and provide oversight on division(s)al expenses and identify budget variances.Prepare and present plan to address budget variances to physician leadership.

3. Responsible for the Division(s)’s revenue cycle management process.Will work with BWPO-Surgery staff and the MGB Billing, to ensure that the Division(s)’s billing is completed timely and accurately.Run and analyze POLR reports monthly and identify any trends necessitating follow-up action.Actively engage in the billing process by communicating with division(s)al staff, the BWPO to facilitate consistent and ongoing improvement.

4. Manages all day-to-day operational activities including resolution of personnel and delivery system problems. Develop and implement resolutions of complex problems between support staff within the Division(s)s. Monitors general department morale and job satisfaction.Troubleshoots potential problems and grievances.Work closely mentoring Practice Manager in this area.

5. In conjunction with BWH programs and initiatives, stress and focus on customer service to future enhance the patient experience.Provide employees with training and regular feedback to embrace customer service principals.

6. Represent the Division(s)s internally and externally at meetings, conferences, etc.Relay all necessary hospital and foundation correspondence to appropriate people within and outside the division(s).Serve as a resource to both physicians and staff regarding hospital policy and practice management issues.Refer matters to others as action items when appropriate.

7. Assists with managed care, global fees, other insurance, and referral contracting activities and works collaboratively with Sr. Director of Administration and Operations and Billing and Compliance Manager.

8. Facilitate and lead the Division(s) business and strategic planning process at all locations.Identify business opportunities and collaborate with all shareholders to prepare and implement the business planning process.

9. Meet regularly with supervisory staff and physicians to plan and regularly review succession planning for all administrative and clinical support staff positions in the Division(s) to ensure effective and efficient transitions for all positions.

10. Assists Sr. Director of Administration and Operations and Division Chief(s) in the planning, allocation, negotiation, and operation of administrative and clinical space, which constitutes locations on and off campus.This involves coordinating the division(s)s planning process, analyzing utilization and needs assessments, addressing safety and security issues, researching, and making recommendations for procuring equipment, determining timetables, monitoring the new construction/renovation processes and support staff hiring.Develops protocols for hiring staff, which includes standard level training and appropriate orientations.

11. Management of all information systems needs for the Division(s).Provide training for all staff and faculty and monitoring progress in learning the new system.

12. Responsible for quality assurance which includes compliance with all quality standards and guidelines for clinical research operations and ensuring that the Division(s) is in compliance with JCAHO, federal and state guidelines.

13. Collaborates with the Division Chief(s) and Sr. Director of Administration and Operations in the development of short- and long-range planning for all Division(s)s, as well as the BWH, FH, FXB and DFCI locations.

14. Manages the oversight and monitoring of the purchasing of supplies and equipment within the Division(s) and the Clinics at BH, initiating cost-containment measures.

1. Manages along with Division Chief(s)’s office income and expense budgets and on maximizing income and decreasing costs.Management of these funds includes analysis of financial reports for viewing by physicians and development and implementation of strategies to maintain/improve performance.

2. Ensures the accuracy and timeliness of the hospital and professional billing of surgical services (ambulatory, procedures, and inpatient services), including demographic and insurance information.

3. Oversee monthly activity reports and creates executive summaries for Sr. Director of Administration and Operations and the Division Chief(s).This includes projections and recommendations on how to maximize growth, budget and financial comparisons, variance explanations, and monthly accounts receivable/reimbursement analysis and management.

4. Conduct financial and operational forecasting and modeling for existing and new programs and services.

5. Conducts periodic review of Division’s financial status, which includes review and development of proposals and plans for new programs, financial impact studies for both the hospital and practice.

6. Identify cost reduction opportunities and revenue enhancement opportunities within the practice.Authorizes operational expenditures of funds from BWPO/BWH accounts for the division(s).

7. Act as liaison to BWPO/Surgery staff on any referral/billing issues and establish audit systems to develop and tracking processes.

8. Ensure activities involving non-professional payroll are completed for employees in each of the Division(s)s, which includes mandatory training on KRONOS timekeeping systems

1. Collaborates with Sr. Director of Administration and Operations, Division(s) Chief(s), and BWH Vice Presidents in developing strategic and long-range plans for the Division(s), which includes market and trend analysis, planning, systems development, and on-going monitoring.

2. Collaborates with Sr. Director of Administration and Operations and Division(s) Chief(s) on the start-up of off-site surgical practices (i.e., FH and FXB) by providing consultative review of financial analyses and operational plan.

3. Periodically conduct systematic markets and service analysis for each Division(s) and develop reporting mechanisms, strategic responses and other appropriate interventions based on findings.

4. Actively participates in practice development with the Division(s) Chief(s) and each surgeon within the Division(s), which includes conducting meetings with managed care providers, community hospitals, primary care providers, and any other patient distribution channel.

1. Directly reports to the Division Chief(s) and Sr. Director of Administration and Operations in the Department of Surgery.

2. Interacts extensively with BWPO/Surgery, BWF Administration and DFCI administration.

QUALIFICATIONS

1. Master’s Degree required, and a minimum of five (5) years of management in a healthcare environment.

2.Knowledge of office operations in the patient care setting.

3.Knowledge of hospital and private practice billing functions and procedures.

1. A thorough knowledge of:

• Staffing and secretarial systems
• Organizational and management theory and practice
• Patient access processes (i.e., admitting, pre-operative, registration)
• Information systems
• Budget management
• Strategic planning and implementation

2. Requires ability to work effectively with physician, nursing, secretarial and ancillary staff.

3. Requires ability to handle politically and financially sensitive issues, anticipates problems and issues, build and gain consensus, lead and work with multidisciplinary teams, and effectively communicate strategies, plans and financial results.

4. Strong communications and organizational skills.

5.Ability to focus detailed, concentrated effort to multiple projects and re-establish priorities as necessary.

6. Ability to effectively respond to time sensitive issues.

7.Demonstrated ability to manage a busy office environment within the context of a large medical center

8.A high degree of social facility in obtaining cooperation and support from a broad range of people.

9. Initiative and ability to work independently.