Manager, Clinical Administration

University of Rochester•City of Rochester, NY

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Under the guidance of the Division Administrator, oversees the day-to-day operations of 5 complex practice locations with multiple subspecialties in support of the clinical, academic, and research missions of the division. Leads the execution of goals for the practice, servicing four different hospitals inclusive of elective cases for inpatient, outpatient, and ASC care. The Manager of Clinical Administrator has direct responsibility for maintaining and developing practice processes based on needs identified by no less than 10 surgeons, no less than 10 nurse practitioners, several vascular sonographers, Division Administrator and staff across all sites of service. Manages a team of surgical schedulers and referral coordinators along with a practice manager. Indirectly manages front end clerical staff, and temporary workers. Functions as the key content expert for the division.

Requirements

Bachelor’s degree required
3 years relevant experience required
Strong interpersonal and communication skills, including written communication.
High level organizational skills and attention to detail.
Ability to travel between clinic locations.

Nice To Haves

1 year in an administrative capacity in an academic office or project management preferred
Proficiency in Microsoft Office, Cadence, e-record, medical transcription, and medical terminology preferred.

Responsibilities

Clinic Operations Management Establishes and oversees daily operations of the clinics to streamline tasks, promote a patient-first environment, identify areas of concern and provide resolutions.
Works closely with the Leadership Team to recommend and implement procedures for office operations.
Develops efficient and effective processes to support and manage the flow of patient care through the vascular office from initial referral to follow-up.
Responsible for continually assessing the operational needs of the office by working closely with the Division Administrator.
Ensures all sites are fully staffed, guiding coverage as needed.
Serves as the liaison for the Chief of Vascular, and Division Administrator to ensure operational and administrative support needs are met.
Assists the Chief and Administrator in the implementation of directives related to the vascular program.
Develops, authors, and executes office policy and procedures to address departmental, divisional, clinical, and patient needs.
Oversee coordination of rotational faculty and ACS schedules and templates.
Mitigates and delegates any issues for support and correction to ensure templates and calendars are correct.
Monitors provided OR utilization and identifies and disseminates scheduling changes as needed.
Identifies opportunities for improvement via front end reports, bump rates, and other reporting mechanisms to continually improve processes and performance of the division.
Staffing and Performance Management Responsible for the HR life cycle of staff including interviewing, hiring, training and supervising leads of clerical staff of the Vascular offices.
Conducts and makes recommendations relative to performance evaluations and salary changes.
Reviews and approves requests for time off and payroll reporting through the workday system.
Provides counseling of direct and indirect reports and recommends disciplinary action, if indicated.
Conducts one-on-one meetings with individual staff on a rotational basis.
Plans and runs team meetings.
Assures compliance with all university personnel policies and procedures within the division.
Hiring, training and functional oversite of the Human Subjects Research Coordinator for the Division.
Sets up all classes for necessary training in accordance with Federal Regulations.
Provides operational support to the research and clinical device trials teams.
Revenue Cycle Support/ Communication and Documentation Supports billing compliance in the practice.
Assures that registration and billing functions are performed in an accurate and timely manner and meet all compliance guidelines.
Resolves complex insurance and authorization problems.
Leads investigations to identify root cause issues and errors related to the revenue cycle and resolves complex billing or authorization issues.
Coordinates maintenance of patient records, documentation for billing, and completion/submission of documents regarding patient care and insurance.
Primary contact and investigator for high dollar write off analysis and proactive research regarding prior authorization issues.
Monitors and implements changes regarding referral coordination and missing referral WQ reports for all sites of service.
Serves as the eRecord Deputy for the division and can make operational changes to the eRecord system in real-time.
Financial and Business Management Operates within division budget guidelines.
Evaluates alternatives and works to ensure the division is operating efficiently and, in a cost, effective manner.
Gathers information, draws conclusions, and implements improvements.
Evaluates to achieve sustained results.
Manages and accountable for the billing services for outside vendors.
Purchase order authority per University thresholds, P-card purchases up to $8000/month, P2P thresholds per University thresholds, for payment, petty cash, per University guidelines.
Prepares and signs off on all clinic purchase orders for non-capital items, controls expenses, assists in preparation for capital and non-capital budget creation.
Responsible for the management of equipment (telecommunications equipment/ faxes, printers, computers, ITSR) and recommends new equipment as needed to the division administrators.
Ensures the discontinuation of services upon faculty and advance practice departures.
Responsible for the annual equipment inventory.
Reviews the monthly logs for IT/Networking Communication Services for pagers, wireless telephones and divisional telephone logs.
Other duties as assigned.