Regional Administrator- Primary Care Clinics

JOB SUMMARY

At Houston Methodist, the Regional Administrator position is responsible for activities of multiple, off-site practice locations within a specific region to include Primary Care and/or Specialty group practices. This position will lead the integration of operational and clinical leadership structures and promote the business growth of the clinic network including all functional activities in coordination with provider practice leaders and under the direction of the Chief Operating Officer and/or Regional CEO. The Regional Administrator position reinforces compliance with legal requirements, standards, policies and procedures including financial performance. This position ensures quality service delivery, implementing quality improvement processes and timely planning, directing, and implementing the financial, personnel, patient care, operational and delivery of services.

The Director position responsibilities include overseeing the activities of the department staff, ensuring quality, productivity, functional excellence and efficiency to accomplish strategic and operational objectives. In addition, this position is accountable for employee engagement, adequate staffing levels, budget development and compliance, staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and developing and implementing policies and procedures to ensure a safe and effective work environment. This position also ensures training, monitoring and operations initiatives are implemented which secure compliance with ethical and legal business practices and accreditation/regulatory/government regulations.

Requirements:

PRIMARY JOB RESPONSIBILITIES

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 20%

Directs, develops and implements strategic and operational/high level projects and processes either through independent/highly autonomous work or through the facilitation of work teams to enable the effective and efficient completion of objectives. (EF) Oversees management of and ensures development for staff to meet overall objectives in terms of quality, service and cost effectiveness. Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to accomplish a task or solve a problem. Directs management responsibilities of selection, scheduling, supervision, retention, and evaluation of employees. (EF) Meets or exceeds threshold goal for department turnover and/or system metrics on employee engagement indicators: action readiness score, tier level. (EF) Provides leadership and communication to maintain a competent and engaged employee group by conducting regular department meetings to review policies and procedures and operational matters, rounding on all employees, completing performance appraisals, conducting new hire feedback sessions, coaching/corrective counseling, and providing recognition/commendations to achieve desired outcomes. (EF) Identifies opportunities and takes action to build strategic relationships between ones area and other areas, teams, departments, and units to achieve business goals. Drives the promotion of teamwork within and between departments; participates and/or leads and facilitates department process improvements as needed. (EF) Works with multiple physician practice leaders and executive leadership on physician recruitment, promotion, credentialing, and practice plan administration. (EF) Serves as the liaison between the Region physicians and staff and HMH/SPG executive administration and/or Department Chair. (EF)

SERVICE - 20%

Oversees department operations, designated projects, schedules and activities as needed to ensure that goals or objectives are accomplished within the prescribed time frame. Sets priorities and functional standards, giving direction to staff as necessary to ensure the best possible delivery of service and high customer/patient satisfaction. (EF) Drives department service standards and activities to impact department and/or system score for patient/customer-based satisfaction, through role modeling and fostering accountability. Serves and actively participates on various entity committees as a voice for the department. (EF) Responsible for the administrative work force of the Region. Coordinates with operational staff within the region to facilitate staff activities including, but not limited to, development and process improvement. Proactively partners with access team to ensure physician schedules are optimized. (EF) Completes space and resource planning for the Region, working closely with each practice in identifying and prioritizing the Region's administrative, clinical, and resource needs, including addressing space allocation and renovation issues. (EF)

QUALITY/SAFETY - 25%

Ensures a safe and effective working environment; monitors and/or revises the department safety plan and/or any specific accreditation/regulatory required safety guidelines. Responsible for staff maintenance of credentials and competencies, per accrediting/ licensing agency and/or department guidelines as applicable. (EF) Employs a proactive approach in the optimization of safe outcomes and information systems by monitoring and improving the department workflow and enhancing operations, using peer-to-peer accountability and identifying solutions via collaboration. Implements process improvements utilizing tools such as lean principles. Role models situational awareness, using teachable moments to improve safety. (EF) Responsible for employee compliance to policies and procedures and performs associated actions upon non-compliance (i.e., licensure/certification compliance, focal point review requirements, disaster plan, in-services, influenza immunization, wage and hour, standard hours, timely termination submission, timely timecard approval, etc.). (EF) Leads strategic planning for the Region regarding operations and new program development. Gathers and manages market intelligence for the Region to facilitate new recruitment and business development. Develops short and long-range strategic and tactical business plans for the Region. (EF) Utilizes various dashboards and monthly financials to analyze practice metrics in order to optimize practice performance which includes, but not limited to, staffing benchmarks, call center metrics (if applicable), panel size, bump rate, no show rate, etc. (EF)

FINANCE - 25%

Develops and manages department operational and capital budgets, approvals, and ongoing maintenance of the department(s), ensuring operation in a cost-effective manner. Proactively identifies and plans for capital needs related to current equipment and future department projects. Ensures staffing plans and schedules meet department needs that reflect understanding of the importance of cost-effectiveness. (EF) Creates department strategies to achieve financial target and staffing needs, through optimizing productivity, supply/resource efficiency, minimizing incidental overtime and overtime percentage, and other areas according to department specifications. (EF) Develops the annual Regional budget, including revenue projections and justification of expenditures. Develops long-range projections and financial plans, maintains appropriate analyses, and recommends necessary adjustments. (EF) Assumes primary responsibility for the fiscal administration and integrity of the Region including purchasing, capital equipment, inventory management, monthly account management and reports, and grants management. (EF) Responsible for the creation of physician proformas (SPG). Monthly fee check calculations, journal entries, salary allocations, and other key financial operational activities. (EF) Proactively manages the front-end revenue cycle for assigned practices within the Region. Works in collaboration with the Central and Single Business Offices to troubleshoot other revenue cycle-related activities, if needed. Ensures encounters are closed in a timely manner. Reviews monthly reports to provide analysis, feedback, and coaching to staff and physicians. (EF)

GROWTH/INNOVATION - 10%

Identifies and implements innovative solutions for practice or workflow changes to improve department, entity or system operations by leading unit projects and/or other department/ system-directed activities. Proactively leads task forces and committees. May represent HM at assigned community or professional organization meetings. (EF) Drives change initiatives, maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures. Partners effectively with stakeholders as appropriate. (EF) Ensures own career discussions occur with appropriate management. Completes and updates the individual development plan (IDP) on an on-going basis. Conducts conversations with staff on their development and IDP. (EF)

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

Qualifications:

EDUCATION REQUIREMENTS

o Masters degree in Business or Health Care Administration

EXPERIENCE REQUIREMENTS

o Seven years in health care, finance or relevent experience in a closely related field with five years management experience, preferably in an academic and/or medical setting. For HM applicants, six years experience with four years of progressively responsible management experience will be considered

o Experience in a physician organization or clinical practice setting with primary care experience

CERTIFICATIONS, LICENSES AND REGISTRATIONS REQUIRED KNOWLEDGE, SKILLS AND ABILITIES REQUIREDo Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluationso Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially about activities impacting patient or employee safety or securityo Demonstrates the ability to interact with others in a way that gives them confidence in ones intentions and those of the organizationo Ability to use appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying ones own behavior to accommodate tasks, situations and individuals involvedo Demonstrates leadership qualities and critical thinking through self-direction initiative and effective interpersonal skills and oral/written communication skillso Ability to identify and understand issues, problems and opportunities, comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints and probable consequenceso Extensive knowledge of regulatory and accreditation agency requirements that impact department; stays abreast of industry changeso Demonstrates highly effective communication skillsstrong written communications and platform presentation abilitieso Ability to work effectively in a fast-paced environmento Demonstrates flexibility and adaptability in the workplaceo Capable of leading teams/facilitating groups, building consensus and garnering highest confidence in professionalism and work product by senior leadershipo Ability to work under pressure and balance many competing priorities; highly responsive and solution/action orientedo Proficiency in spreadsheet, word processing, and presentation softwareo Maintains a positive and supportive attitude and demeanoro Professional handling of exposure to confidential/sensitive informationo Advanced knowledge of EPIC

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