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University of Rochester Administrator I - 220213 in Rochester, New York

Administrator I Job ID 220213

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 Dept Desc


Position Summary:

Performs complex administrative duties in support of the clinical programs in the Surgery outpatient practice site on AC-2. As Practice Administrator, this position has primary responsibility for maintaining and developing office processes and procedures based on needs identified by surgeons, nurse practitioners, division administrators, billing personnel, and HR managers. This position directly supervises all administrative staff on AC-2 supporting the Surgery outpatient practices, works closely with the nurse manager to ensure efficient and safe clinic processes are in place; and will coordinate/collaborate with office managers in Surgery's off-site practice locations as appropriate. Serves as a backup and collaborator for the Clin techs staff although primary oversight is the responsibility of the nurse manager. Responsible for tracking expenses, volumes and revenues across multiple budgets

(FAO's) that reflect AC-2 clinical programs. Works with Department and Med Center leadership in managing hospital conversion process and tracking post-conversion metrics to ensure goals are met. Participates in ambulatory management meetings and attends weekly Surgery division administrators meeting.


Practice Management:

Manages the daily operations for Surgery's ambulatory practice on AC-2, streamlining tasks, and promoting patient and family centered care environment, by identifying areas of concern and providing resolution. The Practice Administrator will be the clinic's operations manager and will work with the Division Administrators and Chiefs of Surgery Clinical Divisions to recommend and implement procedures for efficient office operations. Develops efficient and effective processes to support and manage the flow of patient care from initial referral to follow up. Develops and manages clinic and staffing schedules to ensure efficient patient flow and provider needs are met. On a regular basis reviews clinic schedule and works with Division Chiefs and Administrators to ensure optimal utilization of the space by all specialties. Identifies and tracks key performance metrics for the practice, including clinic and room utilization, and shares with division leadership for review and planning for improvement where appropriate.

Clinical/Staff Performance Management:

Ensures the practice is fully staffed, establishing effective staffing complements and schedules to support the clinical practices on AC-2. Interviews and hires staff as needed with input from nurse manager, administrators and Chiefs. Completes performance reviews for administrative staff, with input from appropriate providers and administrators. Reviews and approves requests for time off and oversees payroll reporting through the HRMS system. Assures compliance with University policy and procedures.

Clinical Support and Coordination of Care

Directly interfaces with patients via telephone and in person to ensure their needs are met. Triages telephone calls from patients and referring physicians to surgeons, residents, nurse practitioners, and physician assistants as appropriate. The Practice Administrator will monitor front-end QA reports to ensure that staff is in compliance with University directives. Maintains all Clinical Schedules in Cadence for all Surgeons and all Nurse Practitioners. Responsible for check-in/check-out operations and coordination of additional appointments while working closely with the divisional secretaries and PSS's to ensure a seamless operation.

Billing/Financial Management:

Works with the United Business Office (UBO) and practice staff to ensure that registration, charge entry and billing functions are performed in an accurate and timely manner and meet all compliance guidelines. Prepares all purchase orders related to practice supplies, has signing authority for non-capital items working closely with the administrators and division chiefs to maintain control of expenses. Responsible for the budgets and ledgers for the practice. Works collaboratively with division administrators to develop Business Improvement Plans to support practice operations. Maintains copies of invoices, federal express forms and gives them to the finance office.

Document and Information Management:

Oversees maintenance of patient medical records, including office charts, documentation for billing, and completion/submission of documents regarding patient care insurance. Demonstrates expert knowledge of medical terminology, word processing, spreadsheets, and presentation software. Other duties as assigned.


Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least I year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

Preferred Qualifications:

Experience in a medical office setting preferred. Proficiency in Microsoft Office, Cadence, e-record, medical transcription, and medical terminology preferred. Highly organized and detail oriented.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled