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University of Rochester Administrator I - 223380 in Rochester, New York

Administrator I

Job ID

223380

Location

Medical Faculty Group

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 052 Ortho Clinic Front Office

Schedule

7 AM-7 PM; OCC WKENDS

Responsibilities

Position Summary:

The Regional Administrator is responsible for leading/managing the Front Office and coordinating with the Nursing workgroup for their assigned region to ensure optimal daily operations, patient throughput, and appropriate staffing ratios. The primary goals of this position are to ensure the following: patients receive the highest level of service, care providers function in a highly efficient environment, and staff work in a rewarding, respectful, and team based environment. Responsibilities also include the co­ development and implementation of policies to support patient and employee satisfaction, workflow optimization, program development, and the monitoring of budgetary goals to ensure consistency across all regions.

Responsibilities:

Operations Management:

  • Develop policies, procedures, and auditing mechanisms for standardized workflows with communication to appropriate stakeholders that are in sync with the Orthopaedics Leadership group. Implement and continuously develop "best practice standards."

  • Establish productivity and customer services goals for support staff consistent with "Medicine of the Highest Order" expectations, promote a highly efficient environment, and demonstrate cost effectiveness. Regularly report on progress towards metrics and implement solutions when variances are noted.

  • Conduct assessments to maximize operating efficiencies and effectiveness. Continually review administrative functions for opportunities for process improvement and implement appropriate changes.

  • Develop, maintain, and monitor statistics related to work volume, productivity, and other relevant factors and initiate operational adjustments as required.

  • Schedule and attend regular office meetings with clinic and office staff.

  • Direct and oversee the preparation of the Front Office staffing schedule at multiple locations and balance the manpower to support daily office operations. Request additional staff based on defined metrics to indicate when current staffing levels are not sufficient.

  • Directly monitor the work of staff to ensure accuracy, maximize efficiency, address concerns through additional training, and utilize corrective actions as needed.

  • Responsible for ensuring that each office within assigned region has an office specific emergency plans and that office managers are prepared in case of an emergency. Oversees response during emergencies and ensures that plan is followed.

  • Develop and uphold policies, procedures and objectives related but not limited to: quality improvement, safety, environmental and infection control and codes/requirements of accreditation and financial performance.

  • Ensure compliance with SMH and URMFG policies and NYSDOH, Joint Commission, HIPAA and other regulatory requirements through observation and auditing.

Staff Leadership:

  • Accountable for all staff in direct and indirect service functions via the organizational structure. Assist with coordinating the Nursing and Radiation Tech workgroups with through Orthopaedic Nurse Leadership.

  • Articulate the Department's expectation for the delivery of patient care services, set relevant goals, and hold all staff accountable for service excellence.

  • Ensure competency of staff through observation and evaluation to maintain best practices and quality outcomes. Define onboarding process for new staff and ensure all staff receive consistent training. Assist with retraining planning when needed.

  • Manage performance evaluations, counseling and appropriate action on matters of discipline, and all other human resource issues including hiring and terminations.

  • Regularly interprets policies, regulations, and procedures for patients, faculty, and staff.

  • Promote and encourage professional development within the various workgroups. Recommend professional development, as appropriate, to office managers.

  • Monitor staff satisfaction and oversee action plans for all assigned regional offices to ensure high levels of engagement. Effectively communicate with staff on all relevant topics to reach service excellence goals.

  • Perform weekly input and review of payroll in electronic payroll systems. Manages and demonstrates consistency for approval of staff requests for time off and overtime based on operational needs and adjusts as needed while following Department and Enterprise policies.

  • Promptly and accurately complete required documentation related to hires, terminations, and other status changes.

  • Develop and implement strategies to improve staff retention and minimize the time required to fill open positions.

  • Support and communicate initiatives/objectives set by the Leadership team to further promote staff involvement and departmental knowledge.

Patient Satisfaction:

  • Monitor patient satisfaction and initiate action as required.

  • Develop and maintain performance indicators, including surveys and statistics, and initiate operational changes as warranted.

  • Respond to concerns raised by patients, providers, and others verbally or in writing. Involves appropriate parties in complaint resolution and develops action plans to improve the patient experience. Investigate and address problems related to service quality.

    Administrative Duties:

  • Work with Orthopaedic leadership to develop and monitor mission and strategy for providing optimal care to the community.

  • Attend meetings as directed by the Director of Clinical Operations.

  • Attend in-services and other mandatory training sessions.

  • Act as liaison with property managers and Department of Orthopaedics to manage and address issues with property/facility.

  • Authorize and coordinate with the Inventory and Supply Cycle Manager for ordering/tracking of office, medical, and pharmaceutical supplies while abiding by Departmental policies.

  • Work with vendors, as needed, to coordinate repair/maintenance of existing equipment, installation of new equipment, and obtaining quotes.

Facilities:

  • Ensure the maintenance of facilities for patient and employee safety as well as the attractiveness of the environment. Manage furniture and equipment needs and coordinate with Orthopaedic Leadership for capital budget and expense approval.

  • Identify and provide suggestions regarding facility changes that will optimize patient flow and supports delivery of high-quality care.

Financial:

  • Develop and monitor URMFG and SMH operating budgets for assigned work groups.Work with Department Leadership to achieve a balanced budget, and improve profit and loss position.

Institutional :

  • Serve on Medical Center committees to represent the Department on programmatic development/issues.

Requirements:

Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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