Ambulatory Services Administrative Manager

7 days ago

Belmont, United States McLean Hospital(MCL) Full time
Job Summary

We are seeking an experienced Administrative Manager to join our team at McLean Hospital(MCL). The successful candidate will provide administrative support and guidance to ambulatory services clinical and administrative staff, overseeing the program's administrative support staff and serving as an intermediary between administrative staff members, clinicians, and faculty.

Key Responsibilities
  • Collaborate with staff members to accomplish program goals and objectives.
  • Oversee and monitor administrative aspects of provider schedules and activity at clinic sites, creating new processes or updating existing ones as needed.
  • Monitor the ongoing management of the department's clinical services, discuss and resolve administrative issues that arise, and direct the planning of improvement in existing clinical services.
  • Generate and monitor monthly, quarterly, and ad hoc reports to capture a variety of data to assist with the management and oversight of the department.
  • Help onboarding new Administrative and clinical staff in the division, requesting Epic access, setting up Epic training, requesting keys, device, and hardware requests.
  • Serve as the primary contact for the management of the daily program operations.
  • Attend various meetings on behalf of the program and relay necessary information and updates to administrative and clinical staff.
  • Manage HealthStream and flu vaccination requirements and regularly update concerns to the Program Leader.
  • Oversee preparation of all administrative changes through PeopleSoft system as well as timekeeping using UKG Dimensions.
  • Serve as a superuser for systems used by the program, including but not limited to: PeopleSoft (and Workday when implemented), UKG Dimensions, Teams, and Epic.
  • Manage projects as needed for the program.
Personnel Management
  • Oversee the day-to-day performance of administrative support staff to ensure optimum efficiency and excellent customer service.
  • Serve as the primary resource for administrative support staff and conduct staff meetings to keep employees informed.
  • Build and maintain ongoing working relationships with administrative support staff, as well as clinicians and staff, to facilitate positive staff morale and support provider productivity.
  • Maintain full knowledge of all key components of administrative staff functions, including use of EPIC and other processes needed to oversee administrative support staff work.
  • Manage payroll and review time off requests and monitor attendance.
  • Assign and prioritize administrative support staff's workloads, cross-coverage, etc. to ensure that appropriate staffing and phone coverage needs are met.
  • Responsible for the hiring, training, support, and, if necessary, corrective action of administrative support staff.
  • Assess employee performance, completing timely employee evaluations and providing counseling and guidance regarding performance, attendance, etc.
  • Arbitrate conflicts that emerge between administrative support staff and clinical providers and/or other staff members.
Administrative Duties
  • Attend director meetings and take minutes to send to all clinic directors.
  • Follow HIPAA guidelines for the management of patient privacy and confidentiality.
  • Triage and manage phone calls, messages, and emails, prioritizing excellence in customer service.
  • Maintain flexibility regarding workload and the needs of the program.
  • Provide cross-coverage as needed.
  • Act as a superuser for scheduling, Teams, and other systems. Provide training and assistance to existing and new administrative support staff.
  • Perform other duties as assigned or requested.
Qualifications
  • Bachelor's degree required.
  • Master's degree preferred.
  • Minimum of three years in a progressively responsible role in hospital administration or healthcare management.
  • Supervisory experience preferred.

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