Administrative Director

Wyckoff Heights Medical Center•New York, NY

2d•Onsite

About The Position

The Administrative Director communicates the vision statement and medical center strategic goals, demonstrating commitment toward their achievement. This role requires strong written and verbal communication skills for reports, correspondence, and presentations, ensuring staff are kept informed of Medical Center and departmental priorities. The position involves participating in professional development activities to maintain licensure and professional currency. Staff development includes ensuring mandated in-servicing and coordinating orientation and training for new and current staff. Problem-solving recommendations and decision-making reflect analytical skills focused on quality, cost containment, and the impact of change. Customer Service Management involves incorporating Medical Center goals into departmental policies and systems, continually reviewing service delivery to exceed expectations, and serving as a role model. Project Management includes participating in multidisciplinary task forces and committees, demonstrating team spirit, and effectively leading project teams to timely completion. The role involves selecting, hiring, and supervising staff, initiating disciplinary actions, conducting performance appraisals, and recommending promotions or raises. Responsibilities include ensuring adequate staff coverage through scheduling, approving overtime, and authorizing coverage for absent staff. Developing staffing plans and schedules based on utilization data to maintain appropriate levels and mix is crucial. The position is responsible for staff productivity and maintaining productivity standards, providing daily supervision and direction to clerical and clinical staff. Ensuring appropriate charges for services, equipment, and supplies, as well as cash reconciliation, is key. Supervision of patient registration, appointment scheduling, referrals, demographic and insurance information collection, cash collection, and EHR data entry are included. Coordination of payment arrangements and ensuring adequate pre-billing activities for timely billing are also responsibilities. Leading quality improvement programs to increase collections through improved registration and front-end processes is expected. Developing and reviewing departmental policies and procedures in collaboration with leadership, ensuring compliance with regulatory agencies, and conducting regulatory requirement monitoring are essential. The role coordinates patient satisfaction activities, including complaint resolution, and facilitates interdepartmental communication to resolve problems. Implementing new programs and process improvement plans, and assuring smooth patient flow by coordinating clerical, nursing, and medical activities in collaboration with leadership are also part of the role. Maintaining communication mechanisms with the community, medical staff, and internal/external stakeholders is important. Developing the annual budget for the site(s) in collaboration with leadership, managing the budget throughout the year, and monitoring monthly reports and overtime runs to ensure operation within budget guidelines are key financial responsibilities. Submitting orders for medical/surgical instruments, equipment, and office supplies, and monitoring the Ambulatory Care services budget to ensure it operates within financial limits are also required. Monitoring and managing site expenses to ensure a lean operation is expected. Performing chart reviews to identify areas for improvement, investigating causes, and correcting problems related to consents, coding, carrier regulations, and documentation standards is necessary. Maintaining established departmental policies, procedures, objectives, performance improvement, safety, environmental, and infection control standards is required. Overseeing performance improvement programs, developing and monitoring them, and ensuring follow-up actions are implemented are crucial. The role acts as the on-site appointment system template manager, making adjustments to the patient scheduling system, including hybrid appointments, and generating scheduling reports. Ensuring patient schedules coincide with provider schedules and maximizing provider schedules is a key function. Overseeing all on-site medical record activities for proper filing, maintenance, and availability is required. Maintaining employee attendance records, processing time cards, and preparing overtime authorizations are administrative duties. Coordinating cash deposit and reconciliation functions with financial management and Administration, and staying abreast of reimbursement trends are important. Responsibility for the work environment, ensuring cleanliness, safety, and regulatory compliance in collaboration with other departments is expected. Coordinating with other Ambulatory Managers in their absence and being responsible for non-Wyckoff Heights Medical Center physician payments via the voucher system are also duties. Remaining knowledgeable about and participating in relevant performance improvement activities, identifying task requirements, and monitoring progress toward goals are expected. Gathering, preparing, and providing reports on metrics and goals for their site and explaining variances are required. The position performs any other duty within the express or implicit terms of the duties hereunder that may be necessary for the best interest of the medical center, and other duties as required. The ability to accept responsibility for leadership, direction, control, planning, negotiating, organizing, directing, supervising, formulating practices, or making final decisions is essential. The ability to influence people, motivate, convince, or negotiate is also required. Adaptability to situations involving interpretation of feelings, ideas, or facts, using creativity, self-expression, or imagination is necessary. The ability to exchange information clearly and concisely, and to present ideas, facts, and technical information is important. Maintaining relationships that facilitate task goals, cooperating and resolving conflicts, and recognizing the needs of others are also key. Supports patient-centered services, including age-specific and culturally sensitive approaches to high-quality, individualized care in a safe environment.

Requirements

Minimum formal education of Bachelor's Degree
Minimum of 3 years job-related experience

Nice To Haves

Master’s degree preferred
Experience in health care field
2 years in a managerial capacity
Bilingual Spanish speaking preferred
General business skills including budget preparation, staff development & training

Responsibilities

Communicates vision statement and medical center strategic goals and demonstrates commitment toward their achievement.
Ensures staff are kept informed of Medical Center and departmental priorities.
Participates in conferences, workshops, and other professional development activities to maintain licensure and/or remain professionally current with advances in field of expertise.
Ensures staff receive mandated in-servicing in Safety, Quality Assurance, Risk Management, Customer Service, Infection Control and any other in-service that may apply.
Recommendations and decision making reflect strong analytical skills and focus on quality, cost containment, and impact of change on other departments.
Incorporates the Medical Center's Customer Service goals in developing and/or revising departmental policies and systems.
Continually reviews the service delivery process to exceed customer expectations.
Participates in multidisciplinary task forces, committees and projects, demonstrating team spirit and ability to work with different internal customers.
When leading a project team demonstrates the ability to bring together different views and skills toward timely and effective completion of project objectives.
Selects, hires, and supervises staff in area of responsibility; initiates disciplinary action including terminations; carries out annual performance appraisal of employees, recommending promotions, raises, etc.
Coordinates orientation and training of new staff and on-going training and education of current staff.
Ensures adequate staff coverage by preparing vacation and holiday schedules; approves overtime as necessary and authorizes coverage for absent staff.
Using available utilization data, works to develop staffing plan and schedules to maintain appropriate staffing levels and staffing mix.
Responsible for productivity of staff; maintains productivity standard.
Provides daily supervision and direction to clerical and clinical staff.
Ensures all appropriate charges for institutional services, professional services, equipment and supplies are captured as well as cash reconciliation.
Supervision of all patient registration, appointment scheduling, referrals, which includes collection of demographic data, collection of insurance information, cash collection, data entry into the EHR.
Coordination of payment arrangements.
Assures appropriate and adequate pre-billing activities to allow for timely adequate billing.
Lead quality improvement program to increase collections via improved registration and front-end process.
Develops departmental policies and procedures and standards in collaboration with Leadership.
Reviews policies and procedures periodically to ensure they are in compliance with requirements of regulatory agencies.
Reviews policies and procedures with staff.
Conducts regulatory requirement monitoring.
Ensures site is compliant with all hospital, NYSDOH, Joint Commission regulations.
Coordinates patient satisfaction activities, including resolution of complaints, problems, etc. with patients, physicians, site personnel and hospital administration.
Facilitates interdepartmental communication policy and procedures needed to resolve problems.
Implements new programs and process improvement plans.
In collaboration with Administrative and Clinical Leadership, assures smooth and efficient patient flow by coordination clerical, nursing, and medical activities.
Coordinates with Chairs, Directors of Services, Nursing, Patient Accounts, and other areas to develop and maintain efficient patient-centered systems and programs.
Maintains appropriate community, medical staff, external, and internal communication mechanisms.
In collaboration with Administrative and Financial Leadership, develops annual budget for the site(s); manages budget throughout the year, analyzing and monitoring monthly reports and overtime runs for the site(s) to ensure it operates within budget guidelines.
Submits order for medical/surgical instruments and equipment as well as office supplies.
Monitors the Ambulatory Care services budget to ensure the department is within its financial operating budget.
Monitors and manages the expenses of site ensuring a lean operation.
Performs chart reviews as necessary to determine areas where improvement may be possible; investigates, determining cause(s) and corrects problems relating to General and procedural consents, Coding issues (CPT, ICD) to ensure maximum reimbursement, Compliances with carrier regulations to reduce/prevent/mitigate audit exposure(s) of hospital or individual physicians, Documentation standards.
Maintains established departmental policies and procedures, objectives, performance improvement, safety, environmental, and infection control standards.
Oversees the performance improvement programs in area of responsibility, developing performance improvement, monitors and ensuring that follow-up actions are implemented.
Acts as the on-site appointment system template manager, making adjustments to the patient scheduling system including hybrid appointments (virtual and in-person visits).
Generates scheduling reports as needed.
Works to ensure patient’s schedule coincides with provider’s schedule and ensures that provider schedules are maximized.
Oversees all on site medical record activities to ensure proper filing, maintenance and availability of records for patient visits.
Maintains employee attendance records (including vacation time, sick days, etc.); processes time cards, prepares overtime authorizations.
Coordinates the cash deposit and reconciliation functions with financial management and Administration.
Keeps abreast of all reimbursement trends in all areas and recommends steps to respond appropriately.
Responsible for the environment of work; works with other departments to ensure the environment is maintained for cleanliness, safety, and to regulatory standards and beyond.
Coordinates with other Ambulatory Managers in their absence.
Responsible for non-Wyckoff Heights Medical Center physician payments via the voucher system.
Remains knowledgeable about and as appropriate participates in, relevant performance improvement activities.
Ability to identify task requirements and monitor progress toward goals.
Gathers, prepares, and provides reports on metrics and goals for their site and explains variances.
Performs any other duty within the express or implicit terms of the duties hereunder that may be necessary for the best interest of the medical center.
Performs other duties as required.
Ability to accept responsibility for leadership, direction, control, planning, negotiating, organizing, directing, supervising, formulating practices, or making final decisions.
Ability to influence people in their opinions, attitudes, judgments about ideas or things, to motivate, convince, or negotiate.
Ability to adapt to situations involving the interpretation of feelings, ideas, or facts in terms of personal viewpoint; to use creativity, self-expression, or imagination.
Ability to exchange information with others clearly and concisely; to present ideas, facts and technical information.
Ability to maintain relationships that facilitate task goals; to cooperate and resolve conflicts; to recognize needs and be sensitive of others.
Supports patient-centered services, including age-specific and culturally sensitive approaches to high quality, individualized care in a safe environment.