Job Title: Senior Program Manager
Department: Consultative Cardiology
Entity: Clinical Practices of the University of Pennsylvania
Location: Perelman Center for Advanced Medicine - 3400 Civic Center Blvd
Hours: M-F, 8-4:30 with flexibility in hours based on operational need
Summary: Reporting to the Associate Director of Operations and the Section Chief of Consultative Cardiology, the Senior Program Manager will serve as the leader for administrative and operational aspects for the section of General Cardiology (including fellows), Interventional Cardiology, Preventative Cardiology and Non-Invasive Cardiology. The Senior Program Manager supervises the Administrative Assistants (18), Clinical Services Associates/LPN (4). Responsible for the clinical operations of 27 cardiologists and 25 fellows. Incumbent is responsible for continually assessing operations in the HVC and work with other Practice Managers at other practice sites (Radnor, PAH/PMWS, etc.) to ensure quality, compliance with governmental agencies, facilitating patient access, patient, physician and staff satisfaction, and the fiscal health of the section.
Accountabilities:- Strategic Planning Process:
- Partners with leadership team in developing strategic plans and budgets for responsible cardiology program plans and ensures direct reports understand and support these initiatives.
- Change Management:
- Proactively develops change management strategy for major organizational activities and events. o Implements change management strategy within department and UPHS in alignment with UPHS objectives.
- Identifies and facilitates agreement of major messages, which are consistent regardless of audience, credible and reflects UPHS' core values.
- Communication plans are effectively implemented. o Ensure appropriate follow-up of major issues.
- Manage routine and crisis communications throughout the entity/community as they arise.
- Demonstrates recognition of the systematic impact of employee communication and/or policy changes and solicits proactive feedback prior to implementation.
- Evaluates effectiveness of change and implementation plans.
- Financial Management:
- Under direction of Associate Director, Senior Director and Division Administrator, develop budget for individual AU/Department based on assumptions and decisions made by UPHS and Department Leaders.
- Manages expense budget for AU/Department and is sound financial steward of Division resources.
- Provide budget variance explanations to Finance/Division Business Manager and UPHS management monthly.
- Promptly and effectively responds to vendor invoices.
- Manages payable and inventory management process and ensures bills are accurately paid in a timely manner.
- Balances financial and staffing models to achieve budget targets and organizational objectives.
- Ensures all billable procedures and activities are billed upon completion and leads initiatives to ensure best practices are followed for physician billing.
- Operational Management:
- Under the direction of the Associate Director, Senior Director, and Clinical Director for the Heart and Vascular Center manages operational activity of outpatient practices.
- Coordinates and manages administrative workflows for all practices including Administrative Assistant duties for the clinical office visits.
- Ensures all operational, AA and CSA processes are followed in alignment with CPUP policies and procedures.
- Responsible for ensuring staff engagement and participation in CPUP guidelines for administrative best practices.
- Promote myPennMedicine in all practices and ensure processes are in place to accommodate the use of this tool.
- Maintains compliance with governmental regulations regarding patient care, safety, confidentiality, JCAHO requirements, etc.
- Oversees the eStar time and attendance process for direct reports.
- Approves leave time per departmental and Health Systems policies.
- Regularly reviews staff assignments, staffing levels and makes changes and/or recommendations to optimize program support.
- Communicates to staff changes in practice policies or procedures; monitors staff compliance.
- Responsible as part of a team for ongoing EPIC issues and changes for practice staff.
- Collects and documents program data for regulatory and insurance audits.
- Ensures smooth onboarding of new faculty.
- Responsible to regularly meet with Administrative and Clinical Directors for HVC.
- Responsible to have documented monthly meetings with AA's and CSA/LPN's.
- Works collaboratively with Clinical Managers, HVC Practice Administrator and other Program Managers.
- Works with Human Resources to promptly fill all needed positions in cardiology programs and participates in recruitment and interviewing efforts as required.
- Develops an understanding of best clinical and research practices in cardiology.
Education/Experience:- Bachelor's Degree (Required) AND minimum of 5 to 10 years managerial experience, preferably in a health care setting (Required)
- Experience should include direct "line" management of 10+ physician office operations to ensure adequate experience base to accomplish position objectives (Required)
- General knowledge of professional fee and hospital billing procedures, knowledge of JCAHO and OSHA requirements for ambulatory health care settings (Preferred)
- Fast-paced outpatient setting
- Proficient in Microsoft Office
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.
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