Administrative Director

External•Middle Village, 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 informed of Medical Center and departmental priorities. The position involves participating in professional development activities to maintain licensure and stay current with field advancements. Staff development includes ensuring mandated in-servicing and coordinating orientation and training for new and current staff. Problem-solving recommendations reflect strong 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 achieve objectives. The role involves selecting, hiring, and supervising staff, initiating disciplinary actions, and conducting annual performance appraisals. Responsibilities include ensuring adequate staff coverage through scheduling, approving overtime, and developing staffing plans based on utilization data to maintain appropriate levels. Productivity of staff is a key responsibility, maintaining established standards. Daily supervision and direction are provided to clerical and clinical staff. The role ensures accurate capture of all appropriate charges for services, equipment, and supplies, as well as cash reconciliation. Supervision of patient registration, appointment scheduling, and referrals, including data collection, insurance information, cash collection, and EHR data entry, is required. Coordination of payment arrangements and ensuring adequate pre-billing activities for timely billing are also key functions. Leading quality improvement programs to increase collections through improved registration and front-end processes is expected. Development and review of departmental policies and procedures in collaboration with Leadership are necessary, ensuring compliance with regulatory agencies. Regulatory requirement monitoring and ensuring site compliance with hospital, NYSDOH, and Joint Commission regulations are critical. Patient satisfaction activities, including complaint resolution, are coordinated. Facilitating interdepartmental communication and implementing new programs and process improvement plans are part of the role. In collaboration with leadership, the Administrative Director assures smooth patient flow by coordinating clerical, nursing, and medical activities. Maintaining communication mechanisms with the community, medical staff, and internal/external stakeholders is important. Developing and managing the annual budget for the site(s), monitoring monthly reports and overtime to ensure operations remain within budget guidelines, and submitting orders for supplies and equipment are also key responsibilities. Monitoring the Ambulatory Care services budget and managing site expenses for a lean operation are crucial. Performing chart reviews to identify areas for improvement, investigating and correcting problems related to consents, coding, carrier regulations, and documentation standards are required. Maintaining established departmental policies, procedures, objectives, and standards for performance improvement, safety, environmental, and infection control is essential. Overseeing performance improvement programs, developing and monitoring them, and ensuring follow-up actions are implemented are key duties. The role includes acting as the on-site appointment system template manager, making adjustments to the patient scheduling system, and generating scheduling reports. Ensuring patient schedules coincide with provider schedules and maximizing provider schedules are important. Overseeing all on-site medical record activities for proper filing, maintenance, and availability is required. Maintaining employee attendance records and processing time cards are also responsibilities. Coordinating cash deposit and reconciliation functions and staying abreast of reimbursement trends are necessary. Responsibility for the work environment, ensuring cleanliness, safety, and regulatory compliance, is expected. Coordination with other Ambulatory Managers in their absence and responsibility for non-Wyckoff Heights Medical Center physician payments are also part of the role. Remaining knowledgeable about and participating in relevant performance improvement activities, identifying task requirements, monitoring progress toward goals, and gathering/providing reports on metrics and variances are expected. The role includes performing any other duties 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, and to adapt to situations involving interpretation of feelings, ideas, or facts using creativity and imagination is required. The ability to exchange information clearly and concisely, present ideas, facts, and technical information, maintain relationships that facilitate task goals, cooperate, resolve conflicts, and be sensitive to others is also necessary. Support for patient-centered services, including age-specific and culturally sensitive approaches to high-quality, individualized care in a safe environment, is expected.

Requirements

Bachelor's Degree
Minimum of 3 years job-related experience
Experience in health care field
2 years in a managerial capacity
General business skills including budget preparation, staff development & training.
Strong written and verbal skills
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

Nice To Haves

Master’s degree preferred
Bilingual Spanish speaking preferred

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.
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.
Supports patient -centered services, including age-specific and culturally sensitive approaches to high quality, individualized care in a safe environment.