Administrator Practice Ops Jobs

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Location: Radnor, PA

Department: OB GYN

Education or Equivalent Experience:

• Associate's Degree and 7+ years Relevant experience, including at least 5 years prior management experience in a healthcare setting required. Degrees may be considered in lieu of total experience. In lieu of completion of an Associate’s degree, candidates with 11+ years of total experience will be considered.
• Associate of Arts or Science (Required)

Summary:

• Offering a collaborative work environment that values professional ownership/accountability for physicians and staff as demonstrated through retention and engagement/satisfaction scores.
• Serving as liaison to embedded specialists, external stakeholders, other UPHS providers, and acts as point person for general facility management.
• Providing quality care to patients; championing quality initiatives with the providers and staff.
• Patient scheduling, billing, and coordination of services/facilities.
• Ensures management of daily practice operations run efficiently and effectively – including:
• Complexity Factors (will involve some of the following factors of practice complexity): multiple practice locations, high practice/facility square footage, service line oversight, coordination of inpatient services, coordination of care across several departments/entities, academic involvement (research initiatives, resident program), special clinical programs, multiple clinical specialties, complex regulatory requirements, management of external partnerships/collaborations.
• 25,000+ budgeted annual visits.
• 20+ staff directly and indirectly managed.
• Maintaining a patient/customer focus as evidenced by patient satisfaction scores and other indicators.
• Complying with regulatory requirements.
• Regularly reviewing work processes to ensure efficiency of workflow, including implementation of technology and best practices.
• In collaboration with leadership, the Administrator, Practice Operations, provides strategic operational leadership and direction in regards to all administrative, financial, regulatory, quality, human resources, patient/employee satisfaction, and clinical aspects for the following scope:
• Achieving financial goals related to budget.
• Managing (directly and indirectly) practice staff.

Responsibilities:

• Ensures self and staff are compliant in mandatory trainings (KL) and competency assessments (if applicable).
• Creates a work environment that is aligned with UPHS Core Values.
• Implements change management strategy within the practice in alignment with entity/Penn Medicine objectives.
• General Accountabilities:
• Practice Financial Strategies & Policies- Support the Operational and Finance Leadership teams in developing and implementing common financial systems and standards in a coordinated and efficient manner.
• Development – Identifies and participates in development activities as appropriate. Applies learning for improved performance.
• Is easily accessible to physicians and staff members.
• General Accountabilities:
• Managed Care/Payer Management – Support implementation of managed care contracts and operational processes.
• External Relationships:
• Employee Payroll – Review, edit, approve all timecards bi-weekly; review overtime utilization and manage appropriately, manage employee and physician schedules and time off requests.
• Practice Budgeting and Operating Planning Analysis - Assists in the development and implementation of capital and operating budgets using system-wide standards and processes. Partners with the entity leadership team in developing performance targets, reporting variances, and creating remediation plans. Coordinates facility renovations/improvement projects and purchase of equipment/furniture.
• Regulatory Compliance:
• Assigns work that uses staff skills and talents, provides responsibility and challenge, allows for creativity, and offers leadership opportunities.
• Organization Health:
• Ensure all outsourced services meet agreed upon service standards in support of all patient care processes.
• Selects practice staff who can demonstrate both the professional requirements and UPHS core values.
• Uses resources wisely.
• Strategic Planning Processes:
• Internal Partnerships - Works with entity leadership, clinical leadership, other UPHS owned or affiliated programs in developing programs, services, and initiatives to anticipate future customer needs, build customer loyalty, and generate profitable growth. Participates in operational integration of programs by ensuring alignment of communication with Penn Medicine Leadership, practice Leadership, and staff.
• Entity Compliance and Management Control - Ensure regional/practice operations, fully utilize appropriate financial controls, and comply with Federal, State, Professional, and local financial requirements.
• Financial Management:
• Revenue Cycle Management –Provides practice revenue cycle management/oversight, including billing, coding, cash management, charge entry, etc. Ensure practice alignment with all standards.
• If applicable, manages the audit/survey process for the practice(s).
• Ensures new hires are provided adequate orientation and training to display competence.
• Employees - Regularly meet with employees to improve communication and to build productive relationships. Solicits feedback on how to improve performance and provides constructive feedback.
• Conducts performance appraisals at introductory period and annually.
• Complies with yearly education requirements including HIPAA, OSHA, Safety, and CLIA.
• Ensures all entity patient care-related processes (patient registration/scheduling, medical records, clinical patient care, patient flow through office, etc) deliver high quality and efficient care to patients and their families. Provides hands-on coverage where needed and appropriate.
• If Applicable, Academic - Provide support to physicians for their academic involvement, such as CV/CME updates, credentialing, reimbursements, etc.
• Practice Schedules - Manage coverage in the practice to ensure adequate staffing for clinic operations.
• Manage routine and crisis communications throughout the entity/community as they arise.
• Employee Communication - Continuously communicates to physicians, and staff the importance of patient satisfaction, service excellence, quality of care, and sound financial performance; and champions our successes and priorities for improving performance in meeting and exceeding patient and customer expectations.
• Workforce Planning
• Facility Management - Develops positive relationships with the building owner, construction, township, and other personnel, as needed.
• Strives to understand and value differences in others’ race, gender, nationality, and age – modifies interactions as needed to accommodate the diverse needs of the patient/family.
• Internal Relationships:
• Provides leadership to attain clinical effectiveness targets and strategies annually (part of budget process).
• Resolves all patient/family concerns in a timely fashion.
• Supports the creation of clinical effectiveness targets, improvement plans, and reporting systems to ensure the delivery of high-quality, effective, and efficient patient care.
• Professional Associations & Benchmarking – Interfaces with relative industry associations as a representative of the organization and to identify benchmarks.
• Provides leadership to attain performance measurement and management system for key success elements: access, quality, service, and value.
• Ensures all areas of accountability are compliant with all federal, state, and local regulatory standards and requirements, including DOH, TJC, FDA, HIPAA, HCFA, DPW, OSHA, and others for practices under their leadership.
• Partners with entity and practice leadership and proactively develops change management strategy for major organizational and practice activities and events.
• Reporting - On a regular basis, to assess practice efficiency and/or to identify areas for improvement, run reports, analyze data, and generate summary findings to communicate to stakeholders.
• If Applicable, Research - Provide support to physicians in their research initiatives, such as ensuring compliance with the protocols and working together to implement research goals with clinic operations.
• Recognizes and rewards individuals for a job well done.
• Assists staff in addressing challenges and skill deficits.
• Other Accountabilities - responsibilities may vary based on specific department/practice needs.
• Recruitment & Retention:
• Establishes and ensures effective and ongoing communications.
• Demonstrates a personal commitment to ensuring a clean and safe working environment for patients and employees.
• Ensures practice environments of care are clean, safe, and patient-friendly.
• Ensures that teams and individuals have the clinical, information, and organizational tools to serve our patients and customers effectively and efficiently.
• Participates in entity and department-wide initiatives for Patient / Employee safety.
• Performance Management:
• When requested and appropriate, develop talent management and succession plans for current and future staffing needs.
• Demonstrates recognition of the systemic impact of employee communication and/or policy changes and solicits proactive feedback prior to implementation.
• Accountability - for Practice financials including Practice expense and revenue variances, AR indicators including write-offs; maintain understanding and find root causes for variances.
• Clinical Effectiveness and Quality Improvement:
• Continually provides guidance and support to team members.
• Communication plans are effectively implemented.
• Clearly defines work expectations.
• Ensure appropriate follow-up of major issues.
• Change Management
• Encourages continuous growth and helps staff to realize full potential by identifying stretch objectives and creating learning plans. Ensure development plans are in place and reviewed annually.
• Clinical Service Groups & Product Service Lines – Supports leadership in partnering with affiliates to develop mutually beneficial clinical, operational, and marketing programs.
• Identifies and facilitates agreement of major messages which are credible, consistent regardless of audience, and reflects entity/Penn. Medicine core values.
• Supports Entity Leadership team in developing and implementing the strategic plan and budget including 3-5 year strategic imperatives and measures of success at the practice.
• Office Supplies - Manage the efficient usage and ordering of office supplies to ensure adequacy.
• Demonstrates understanding and ownership of how his/her role contributes to achieving success.
• Development:
• Customer Relations - Personally spends time with staff, physicians, patients, and patient families, to understand their respective needs and expectations, to build relationships, and to gauge patient/customer satisfaction. Ensures patient and customer satisfaction through comprehensive and continuous measurement of customer satisfaction for all key customer groups.
• Addresses performance issues immediately and directly.
• Provide leadership for program development efforts at the practice; including analysis, resource planning, and space/facility management.
• Patient Care Processes:
• Proactively identify problem areas, define a plan for solution, take ownership of the plan, implement/monitor the plan’s effectiveness.

Credentials:

Education or Equivalent Experience:

• Bachelor's degree preferred.
• Bachelor of Arts or Science
• Associate of Arts or Science (Required)
• Associate's Degree and 7+ years Relevant experience, including at least 5 years prior management experience in a healthcare setting required. Degrees may be considered in lieu of total experience. In lieu of completion of an Associate’s degree, candidates with 11+ years of total experience will be considered.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.