Administrative Clinic Manager - Los Angeles, United States - Keck Medicine of USC

Description

Manages all clinical operations under the direction of the Director. Manages clinical and administrative responsibilities of the office, including directing the work of clinical supervisors, administrative and medical staff of the department/clinic. Oversees operations of patient care programs. Directs nursing practice, education, and services. Supervises the utilization of resources and the application of new technological developments in patient care. Performs complex and varied administrative and clinical assignments. Serves as a personal contact for physicians, staff, and outside departments in order to address problems, issues or concerns that require attention.

Reporting to the Regional Operations Director for the Surgery service line and the Executive for Ambulatory services, the manager of the Otolaryngology Head and Neck Surgery clinic oversees the business and patient care support functions for this practice. Major duties include supervision of front desk staff and working closely with the Nurse lead and Nurse Exec of Ambulatory in coordinating back office support, as well as coordination of clinical services, and administrative and operational oversight and physical space management. Supervises the utilization of resources and the application of new technological developments in patient care. Performs complex and varied administrative and clinical assignments. Serves as a personal contact for physicians, staff, and outside departments in order to address problems, issues or concerns that require attention. Other duties as assigned.

Essential Duties:

• Operations - Manage the scheduling of appointments and referrals in order to ensure high quality support services are provided to physicians and patients. Ensure a steady patient flow, and productive patient-physician-facility relationships. Work to strive for USC Medical group guidelines with regard to Customer Service and Telephone Answering metrics. Coordinate medical records and chart retrieval. Establish and maintain patient registration and pre-registration system for the facility to ensure efficiency as well as compliance with USC Medical Group and University policies. Ensure compliance with USC Medical Group policies and procedures for the registration of patients and appointment scheduling, including financial screening and on-line registration. Coordinate creation/revision of physician schedules in the computer to assure rooms are maximally utilized, work with the physician in developing a monthly physician schedule. Promote and maintain a courteous and professional patient care environment in all public areas as well as over the telephone. Work with USC Medical group in consistently reviewing Ambulatory Scorecards – which measure No show rates, Bump/Cancellation Rates, Physician Cancellations, Room Utilization and Financial Metrics. Monitor patient charges for accuracy and completeness. Work with the USC Medical group and hospital in meeting the charge entry goals.
• Quality - Directs and coordinates patient care programs. Reviews patient care programs to determine effectiveness in meeting established goals for care, treatment, and/or procedures, adherence to departmental and hospital policies, and conformance with established patient care standards. Initiates appropriate action to correct or enhance patient care programs. Directs compliance with regulatory and accreditation agency standards and federal and state regulations regarding patient care. Prepares for inspections by agencies. Work with the Nurse Executive to assure JCAHO guidelines and requirements are met for the OHNS practice. Assure that staff are prepared and practice operations are in compliance with JCAHO requirements. Work with the Regional Operations Director in assuring that the practice continues to strive for excellence through continuing Quality Improvement projects. Assure that Meaningful Use and other regulatory programs are being monitored for adherence.
• Charges and Purchasing - Monitor patient charges for accuracy and completeness. Work with the Department and USC Med Group in meeting the charge entry goals. Assure adherence to departmental policies for authorization and approval of purchases. Participates in policy formation, long-range planning, and policy making for the hospital and the department. Develops and implements administrative policies and procedures. Ensures adherence to policies and procedures, provides interpretation as needed.
• Security - Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with University Public Safety Department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of University's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
• Administrative - Work with the Physician Liaison, Department Administrator and USC Care Med Group management to establish goals for the practice. Analyze and report current workload and patient flow statistics. Project impending changes and determine appropriate action to balance staffing levels and workload with budgetary and administrative requirements. Serve as liaison between other practices, as well as the hospital based services such as clinical labs, pharmacy, radiology, and clinical social work. Appropriately direct patient inquiries regarding billing and other concerns. Work in assuring the accuracy of ambulatory statistics by making sure the physician listings are correct, number of sessions per physician is accurate and by reviewing the Ambulatory Scorecard and assuring that the information reported aligns with any internal tracking system developed in the clinic. Assure, there is separation of duties in cash collections and reports are signed and turned in a timely manner and money is deposited according to USC Accounting guidelines. Participates in monitoring and evaluating the quality and appropriateness of patient care. Participates in policy formation, long-range planning, and policy making for the hospital and the department. Develops and implements administrative policies and procedures. Ensures adherence to policies and procedures, provides interpretation as needed.
• Human Resources - Directly or indirectly supervises all subordinate staff. Recruits, screens, hires, orients, and trains staff. Evaluates employee performance and provides guidance and feedback to assigned staff. Counsels, disciplines, and/or terminates employees as required. Trains all clinical staff to ensure compliance with hospital policies. Maintains staff records. Makes recommendations for promotions, terminations, and salary decisions. Recommends and monitors the professional development of staff. Evaluates employee performance. Assesses staff education needs and oversees development of education programs. Promotes staff participation in educational opportunities and activities. Recruit and maintain a qualified medical front and back office staff to meet the needs of the medical practice. Make recommendations to the Regional Operations Director regarding staff merit increases and special awards, considering formal evaluation procedures and financial implications. With the Regional operations Director to represent the clinical operations in any personnel matters that reach the human resources level. Maintain compliance with policies for other staff personnel concerns such as benefits, orientations, parking, continuing education and regular staff meetings
• Financial and Budget Management - Responsible for monthly on-going operation in accordance with approved budget. Work with Regional Operations Director, Physician Liaison and USC Medical Group leadership to plan and develop annual operating and capital budget integrating clinical and organizational goals, patient care standards and administrative requirements. Responsible to keep the Regional Operations Director appraised of all financial matters, resource requirements and pending problems and to develop and distribute regular monthly fiscal and operating reports. Responsible for appropriate and timely authorization of purchases clinical operations and for adherence to USC and USC Med Group policy. Maintain equipment inventory records and oversee audits as required. Maintain appropriate contracts and repair procedures for facility equipment. Ensure that equipment is reviewed by Clinical Engineering prior to being used for treating patients.
• Communication - Serves as a personal contact for physicians, staff, and outside departments in order to address problems, issues or concerns that require attention. Demonstrate a leadership style that promotes enthusiasm and dedication to the facility and its administration. Communicates information, assignments, priorities, and special requests to staff. Manages workload of staff. Monitors status of pending items and follow-ups, as needed. Investigates and resolves incidents and complaints or suggestions from physicians, patients, visitors, and staff. Corrects deficiencies, if any, and prepares documentation or explanation as needed. Records and investigates all incidents/accidents that occur.
• Performs other duties as assigned.

Required Qualifications:

• High school or equivalent
• Bachelor's degree in a Related field
• Combined experience/education as substitute for minimum education.
• 2 - 3 years Experience in managing outpatient operations in a healthcare setting.
• Excellent people management skills.
• Ability to motivate and challenge staff.
• High frustration and ambiguity tolerance.
• Demonstrates ability to utilize effective, appropriate and diplomatic oral and written communication skills.
• Ability to bridge the gap between administrative demands and clinical needs.
• High skill and experience in process improvement.
• Familiarity with Word processing, Microsoft office software and departmental applications.
• Excellent analytical, problem-solving, planning and evaluation skills.
• Organization/time management skills.

Preferred Qualifications:

• Experience managing a multi-specialty clinic preferred.

Required Licenses/Certifications:

• Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The annual base salary range for this position is $81, $133, When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.