Director Ambulatory Services - Elkins

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Functions as the practice operations officer for the department as delegated by the AVP of Ambulatory Operations. Works with the Medical Director or Chair of the department or division. Manages administrative and operational staff, fostering effective collaboration between the department/division, clinical site personnel and contracted hospital partners. Responsible for each divisional clinic's budget development, tracking and execution. Focuses on patient communication, scheduling, and access as well as clinical and clerical work flow to support patient care and service. Facilitates process improvement, implementation of the long-range plans, short-term goals, and overall strategic plans. Participates in ambulatory planning, by serving in a leadership capacity both intra-departmentally and inter-departmentally to ensure communication and goal congruency. Contributes to the development of annual goals and objectives for all department sections.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Business, Healthcare Administration or related field required.

EXPERIENCE:

1. Five (5) years of management experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Master's Degree in Business, Healthcare Administration, or related field preferred.

EXPERIENCE:

1. Five (5) years of management experience, preferably in the health care field.

2. Experience with managed care issues/patient access preferred.

3. Experience in the operations facet of a large multi-site physician practice plan preferred.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Serves as the delegated administrative representative of the Medical Director/Chair and AVP. Makes decisions initiating necessary actions to correct deficiencies, assure staff and patient safety, and complete mission requirements

2. Coordinates day-to-day administrative and clinical operations under department management.

3. Oversees the Clinical IT functions as it relates to Faculty, Staff and patients. Facilitates EPIC and other ITS product implementations in the Elkins Corridor Market and works with system hospitals, training, HR and Compliance for Providers, Residents, Advanced Practice Providers (APPs), clinical and clerical support staff.

4. Communicates and enforces UHC and WVU Medicine corporate goals, decisions and operating guidelines to support staff. Serves as liaison for the Department as delegated by the AVP with regard to operational and human resources issues.

5. Responsible for management of clinic spaces including but not limited to ensuring optimizing room utilization, patient safety and capital/equipment improvements and maintenance. Participates in analysis, develops solutions and leads patient satisfaction improvement initiatives, to improve patient satisfaction, access initiatives and communication for each assigned clinical site.

6. Interviews and selects qualified individuals for employment within the department unless delegated to other appropriate manager(s)/supervisor(s) within the department.

7. Coordinates periodic evaluation and annual performance appraisal of employees. Establishes realistic goals and performance expectations as assigned.

8. Develops and maintains job descriptions for departmental clinical and clerical support staff.

9. Monitors work flow for all Clinical and Clerical staff. Coaches and counsels departmental employees to correct identified performance deficiencies in a timely manner. Assists employees in obtaining training needed to correct identified skill or performance deficiencies. Disciplines employees, up to and including termination of employment as assigned

10. Ensures clinical and clerical support staff are trained and notified regarding the policies and procedures of the department, UHC and WVU Medicine system and Hospitals, as applicable.

11. Responds to requests; explores and resolves problems as presented by department leadership, faculty, residents, APPs, and clinical and clerical support staff.

12. Works with the Divisional Medical Director/Chair to manage APP employment and scheduling.

13. Serves as Department Project Manager with UHC and WVU planning, design and construction on any new clinical facility. Determines facility design. Optimizes use of assigned departmental space(s).

14. Participates with the department leadership, internal and external partners in policy development and problem resolution.

15. Works with Department Leadership to determine hardware and software needs of the department and assures those needs are met within the appropriate guidelines and designated budget

16. Coordinates facilities improvement projects consistent with established long range plans including replacement buildings, building systems, operational equipment improvements, renovations, and upgrades.

17. Acts as the UHC liaison within the department to provide information and deliver policies and procedures from UHC related to the billing and collection process. Ensures billing documentation and processes flows unimpeded through the department.

18. Works closely with Revenue Cycle and HIM Leadership related to department coding and billing issues for clinical site/sections. Maintains knowledge of billing-related matters for department specialties and communicates pertinent information to providers, residents, APPs, clinical and clerical staff.

19. Monitors billing and reimbursement activity, analyzing the data pertaining, but not limited to billing practices, deficient documentation reports, productivity reports, billing and diagnostic codes and payor mix, to ensure optimal revenue.

20. Oversees the department's Medical Staff Credentialing, UHC provider enrollment, and economic credentialing processes are adhered to.

21. Ensures that processes and procedures are in place to maintain provider licensing, DEA certification, credentialing and participation in UHC payer contracts and onboarding. Directs the departmental staff in support of initial credentialing and re-appointment with the Medical Staff Affairs office, and any satellite hospitals as needed.

22. Develops departmental/clinic budgets, reviews budgetary compliance and progress for all departmental activities including, but not limited to, clinical operations and special projects. Explains variances from the budget to AVP of Ambulatory Operations.

23. Provides regular feedback, both formal and informal, to the Medical Director, Department Chair, faculty and staff regarding the financial needs and progress of the department.

24 Evaluates impact of department's charge/receipts on budget. Provides regular feedback, both formal and informal, to the Medical Director, AVP of Operations, faculty and staff regarding the financial needs of the department.

25. Works with department leadership team to ensure that the overall plan for the department is aligned with the other components of the clinical, and academic components of the Clinical enterprise.

26. Initiates projects and programs in direct consultation with the Medical Director/Chair, and AVP, and coordinates their implementation and completion in collaboration with appropriate internal and external customers.

27. Review key operating indicators, assists with the inception, planning and implementation of new department services/product lines/programs and new patient capacity options.

28. Oversees the establishment of department marketing objectives, plans and strategies, ensuring consistency/alignment with the Department mission, objectives, strategic plan and WVU Healthcare. Participates in the marketing efforts and outreach opportunities local and regional health fairs and outreach clinical activities.

29. Identifies emerging issues in the local arenas that have potential impact on the department's mission, goals and/or operations, and recommends strategies for positive outcomes.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Prolonged periods of sitting and standing.

2. Travel is required.

3. Visual strain may be encountered in viewing of computer screens, and written material.

4. On-call 24/7 to manage operational issues as they arise.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Multiple clinical office locations.

SKILLS AND ABILITIES:

1. Demonstrated leadership, organizational and management skills.

2. Demonstrated experience to achieving financial performance through effective management of clinical operations and strategies.

3. Strategic planning and marketing experience within a healthcare environment.

4. Strong interpersonal skills and the ability to effectively work with senior level management, providers, clinical and clerical support staff and external customers fostering team work, delegation and ensuring accountability

5. Advanced analytical, evaluative and objective critical thinking skills.

6. Knowledge of the goals, objectives, structure and operations of a healthcare enterprise.

7 Ability to perform complex tasks and to prioritize multiple projects.

8. Demonstrated excellent written and verbal communication skills.

9. Advanced project management skills.

10. Knowledge of statistics and other measurement tools.

11. Skills in exercising initiative, resourcefulness and sound judgment with the ability to problem solve, resolve conflict and make sound decisions.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

UHC United Hospital Center

Cost Center:

500 UHC Administration

Address:

327 Medical Park Drive

Bridgeport

West Virginia

WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.