Clinical Dept Admin

Texas Tech University•Lubbock, TX

7d•Onsite

About The Position

Employees in this position are responsible for managing the day-to-day administrative operations of a clinical department. Persons in this position must exercise a high degree of initiative and independent judgment, and should have a general knowledge of Health Sciences Center policies and procedures as they relate to department financial management and personnel administration. Provide direct supervision to department staff personnel. Work is performed under usual office conditions; deadlines, meetings and maybe some travel. Additionally, work requires considerable contact and coordination with HSC administrative officials, administrative personnel of other departments and units, granting agencies, other institutions, and government organizations.

Requirements

Bachelor's degree in health care administration or business-related area.
Two years of progressively responsible administrative and supervisory experience.
Working knowledge of the principles and fundamentals relating to budgeting, accounting, recordkeeping, and business writing.
Ability to establish and maintain effective working relationships.
Knowledge of general administrative procedures that apply to functions such as personnel, payroll, and purchasing.
Ability to communicate effectively, both orally and in writing.
Ability to exercise judgment in unusual or new situations.
Able to exercise discretion when processing confidential material.

Responsibilities

Coordinate administrative and operational support for SWAID services, including staffing coordination, scheduling, documentation, reporting, and communication with internal and external partners.
Coordinate and review faculty and resident PTO requests to ensure appropriate clinical coverage and continuity of patient care.
Manage and coordinate EPIC template builds and schedule maintenance for SWAID, Adult Psychiatry, and Health & Wellness clinics, including faculty and resident schedules, and provide scheduling support for EAP as needed.
Coordinate clinical operations and reporting for Adult Psychiatry, Health & Wellness, and SWAID clinics, with responsibility for referral workflows, clinic schedule utilization, patient access, and front-desk process compliance.
Manage Amion for UMC, CCH and CMC schedules (updated box call schedule) for all faculty leave requests and coverage.
Manage the department's patient no-show monitoring and notification process, including daily review of no-shows, issuance of warning letters, coordination with faculty regarding potential discharge, completion of approved termination processes, and weekly reporting to the Senior Clinical Administrator.
Help facilitate/coordinate department events (resident, light in the darkness, suicide prevention walk, etc.)
Manage assigned administrative responsibilities, projects, and recurring deadlines to ensure departmental operational needs are completed accurately and timely.
Prepare, complete, and distribute required monthly operational reports and invoices, including the EAP Invoice, UMC Invoice, and CPWE Report, ensuring accurate and timely submission to the appropriate team members.
Review clinical schedules on the provider productivity report to review monthly with the supervisor.
Review clinical schedules for SWAID on the provider productivity report to review monthly with the supervisor.
Serve as the designated administrative coordinator for SWAID operations and ensure required meetings, communications, reporting, and administrative workflows are consistently maintained.
Maintain consistent communication with the Senior Clinical Administrator regarding clinic operations, outstanding issues, priorities, and assigned responsibilities.
Independently manage routine clinic administrative issues and ensure identified problems are carried through to resolution.
Coordinate and manage department credentialing, recredentialing, privileging, and payor enrollment activities for all applicable clinicians across UMC, Covenant, TTUHSC, StarCare, and other required clinical sites and payors.
Ensure credentialing requirements are initiated in a timely manner, actively monitored, and followed through to completion to prevent delays in clinical start dates, privileges, scheduling, or billing.
Ensure assigned administrative responsibilities remain appropriately managed during planned absences to prevent disruption to clinic operations.
Attend designated departmental, School of Medicine, and centralized operational meetings on behalf of or in support of the Senior Clinical Administrator to remain informed of processes, requirements, and changes impacting clinic operations and departmental workflows.
Serve as a follow-up resource to ensure relevant information and action items are communicated and implemented within the department.