Administrative Director - Pediatrics

Mass General Brigham•Boston, MA

8d•Onsite

About The Position

Receiving general direction from the Vice President for Pediatrics, the Division Chiefs for Newborn Medicine and Genetics, and the Vice Chairs of Faculty Affairs and Faculty Development, the incumbent is responsible for setting strategic direction and coordinating the operational and financial aspects for 2 clinical divisions (~100 faculty) and faculty operations within the Departments of Pediatrics. Clinical areas of responsibility include Newborn Medicine where faculty practice at MGH/BWH/NWH/SH/WDH and Medical Genetics. In addition, this role administratively oversees faculty operations for the Department of Pediatrics working closely with the Vice Chair for Faculty Affairs and the Vice Chair for Faculty Development. Drawing on a broad understanding of Hospital and physician group practice policies and procedures and displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician and departmental leadership to continually assess and direct a wide range of activities. Responsibilities include oversight of the managers responsible for day-to-day operations, personnel, finances, physician group practices, educational programs, professional billing, facilities and systems, programmatic and project development, and long-range planning. The individual must possess a thorough knowledge of current Joint Commission and HIPAA standards, and works with the Chiefs, Administrative Mangers, physicians, and practice staff to ensure a quality-based, customer-oriented flow of work. He/she works in close collaboration with the colleagues in the Department(s), MGB care for children, and MGB to collaborate in supporting the needs of the division and alignment of goals and initiatives. This role also requires close collaboration with the credentialing operations for MGB and knowledge of the recruitment and promotion pathways for MGB and Harvard Medical School. Responsible for special projects under the direction of the Vice President of Pediatrics. Projects may involve finances, operations, construction, space planning, marketing, and other aspects of general management as well as assistance with development of strategic initiatives. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

Requirements

Masters degree in Healthcare, Business, or Public Health Administration or equivalent
Minimum of 5 to 7 years of directly related experience
Minimum of 2 years of prior supervisory experience
Thorough knowledge of current Joint Commission and HIPAA standards

Responsibilities

Work collaboratively with the Chiefs to develop and implement strategic plans and business plans for the Division(s) in collaboration with Department Leadership fully incorporating aspects of MGB care for children and MGB strategic plans as relevant.
In collaboration with Chiefs and Program Directors, develops annual plans and goals inclusive of MGB and MGB care for children goals related to quality and safety and population health and monitors/updates regularly to ensure adherence and progress. Develops presentations to provide updates on plans, as required.
Oversees Division operations at outside hospitals and facilitates Network Development efforts related to these divisions in collaboration with the Vice President including associated contracts related to these activities.
Participates in identifying, developing, and implementing partnering initiatives within MGB and with network and external entities related to community site operations and divisional programs.
Assist division leadership teams with development, implementation, and standardization across site as appropriate including, policies, procedures, and protocols. Promotes an environment that is sensitive and responsive to the variable needs of patients and employees.
As part of Division Leadership team is accountable for compliance with hospital and regulatory standards including Joint Commission standards in collaboration with the Quality and Safety Team.
Works with Chiefs and individual physicians to review and disseminate patient experience metrics and verbatim patient/family feedback in real time, identify targeted areas to enhance or improve patient experience, and implement improvement plans in collaboration with the Division leadership team and Quality team.
In conjunction with the Division leadership team and quality champion, oversees implementation of Quality and Safety priorities and initiatives, including Hospital, Division, Deparment, MGBfC, and individual efforts.
Works on the development and ongoing monitoring of new programs and multidisciplinary efforts at the division/program level, within the Department of Pediatrics, across MGB care for children, MGH, and MGB as assigned. Ensures appropriate divisional involvement in broader programmatic initiatives.
Serves as the administrative negotiator for division/program-based contracts or institutional contracts that impact the division/program.
Participates in multi-disciplinary planning efforts. Collaborates and coordinates closely with administrative leadership in other Departments regarding these activities.
Collaborates with Marketing Department, Public Affairs, Web Manager and Patient Education manager to develop and maintains clinical program materials, advertising, website, including search engine optimization, enhanced social media presence and oversight of the integration of interactive patient tools.
Conducts division management meetings to disseminate information and solicit input from all non-physician staff members related to policies, procedures, communications, process improvement, day to day operations.
Represents MGB care for children as appropriate in hospital, system, and network committees
Participates in monthly Managers and Directors Meetings, monthly Chief meetings, etc.
Oversight of physician and practice operations for clinical sites in collaboration with the Division leadership team including: Policies and procedures, Front desk operations: reception and registration functions; phone systems; patient flow; appointment scheduling. Adherence to relevant regulatory requirements: fire and safety, Joint Commission, OSHA, HIPAA and Hospital guidelines. Information system hardware/software installation, troubleshooting, system access, etc. Practice purchasing and supply inventory management Continuous process improvement Development, implementation, and monitoring of divisional customer service initiatives including response and resolution to patient complaints. Routine monitoring of access metrics and addressing of practice access issues with clinicians and support staff. Collaborate with the Senior Director for Advanced Practice and Nursing (e.g. inpatient and outpatient mid-level providers, Lead NP) to achieve a seamless continuum of care and develop new programs and mechanisms to better optimize timely access for patients. Oversight of divisional facilities and environmental issues related to repairs, cleaning, directories, signage, etc.; Coordination of space allocation, renovation projects, etc. with Planning Office, Buildings & Grounds, Facilities Engineering and Information Resources as well as outside architects and contractors under direction of Chiefs/ Vice President Oversight of clinical activities for respective services at community locations. Conducting regular Division staff meetings to ensure dissemination of information and solicit input from staff members related to policies and procedures, operations, Department/MGB for children/MGB initiatives, etc.
In collaboration with the Vice President, the Finance Director (s), the Chief(s), and program directors is responsible for developing annual operating and capital budgets for all services and programs.
Co-Leads with the Division Chief(s) the development, implementation and ongoing evaluation of the physician compensation plan in collaboration with the Finance Director and Department leadership.
Monitors and reports monthly on Departmental/Divisional/Program metrics including both activity and financial measures. (ATOs, admissions, discharges, visit volume by site and service, access metrics, etc.)
Monitors operating, capital and sundry funds within the divisions, practices and programs.
Reviews statements with each Chief/physicians/group/Vice President and recommends and implements measures for revenue maximization/cost containment/ resolution of financial overruns as appropriate.
Oversees and approves financial transactional activities (payroll, travel requests, employee salary/data changes, journal entries, check requests, etc.). Oversees all purchasing and reimbursement practices and ensures adherence with institutional policies and procedures. Ensures completeness of forms, accuracy/appropriateness, and obtains appropriate signature/approval as necessary, ensures processing.
Participates in philanthropic efforts aimed at identifying and cultivating donor opportunities.
Oversees expense (rent, telephones, staffing, etc.) management issues; Performs comparative analyses; Develops and implements strategies for cost containment.
Conceptualizes and performs a variety of financial analyses (e.g. physician recruitment, business/program development, projecting clinical budget surpluses/deficits, etc.). Prepares and presents various statistical reports, cost analyses and budget justifications. Prepares financial projections and monitors performance relative to projections.
Oversees billing practices. Develops billing processes for new services. Works with physicians and administrative support staff to coordinate “front-end” procedures and facilitate efficient billing practices; monitors and tracks services; ensures capture and timely submission to billing service of all services provided. Meets regularly with billing liaisons and oversees activities of billing service to ensure timely/maximized collections. Works with the billing team to develop and implement billing processes for non-covered services Analyzes trends and areas of opportunity/liability. Serves as a liaison to the billing compliance team; monitors compliance with all documentation requirements.
Provides direct supervision of the practice management and is ultimately responsible for the conduct, operations, and performance of the non-professional staff.
Using the Workday, initiates/approves as appropriate and coordinates with Human Resources, finance teams, Vice President for approval of human resources changes (i.e. salary adjustments, salary distributions, training records, etc.) for all employees.
Oversight of all human resource related activities for the Divisions and Programs including Non-professional Staff § Coordination with Human Resources of recruitment, interviewing, hiring, training, and disciplining of all non-professional personnel § Evaluation, assignment and prioritization of workloads. § Adherence to Hospital and Departmental policies and procedures § Review of salary and wage issues and brings them to resolution. Serving as a resource for issues related to non-professional staff benefits. § Management of Weekly Payroll including responsibility for maintenance of time records and adherence to federal and state labor laws and institutional policies and practices. § Management of all Workday employee transactions § Ensuring that practice management teams have adequate cross-coverage for breaks, vacations, etc. Management Support for Professional staff (for physicians, fellows, post-doctoral fellows, etc.) including: § Recruitment activities including advertising, interviewing, HMS search processes, professional staff appointment processes, visa applications, and credentialing § Serving as a resource for issues related to professional staff benefits. § Oversight of “Time and Effort” reporting in conjunction with the Research Administrative Director for all sponsored activities in order to ensure compliance with government guidelines. § Facilitation and completion of physician TEFRA reports as appropriate. § Oversight of human resource practices by professional staff and provides or coordinates training as necessary. § Developing an “investment analysis” for new physician recruitment and arranges for all operational logistics (e.g. office, support staff, OR time, etc.). § Preparing, processing and ensuring timely submission of professional staff appointment paperwork and visa applications (for physicians, scientific staff, clinical and research fellows, etc.). § Preparing offer/acceptance letters, appointment packets, privileging forms, and visa applications and retains appropriate copies of materials sent. § Ensuring processing of credentialing documents/managed care applications/clinical privileging forms; Coordinates with CCO and billing services to enroll group in managed care plans through the MGPO. § In collaboration with the Senior APP Director supporting advanced practice provider and nurse onboarding and participating in recruitment efforts.
Works collaboratively with the Administrative Directors for Research and grant administrative team to collaborate in supporting their oversight of the research operations.
Special projects under the direction of the Vice President may involve finances, operations, construction, space planning, marketing, and other aspects of general management as well as assistance with development of strategic initiatives. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.