Job Requirements Reports to the Manager or Director of the unit. The
Perioperative Business Supervisor focuses on the efficient operations of the department and the performance of its administrative staff following UMMC Downtown and Midtown and departmental policies and procedures in the delivery of quality patient care in regards to administrative and business functions including but not limited to registration, staff and patient scheduling, supply chain, charge capture, administrative support, financial performance and compliance.
Primary Responsibilities- Directly supervise departmental Coordinators/Administrative Support Staff and assure proper staffing levels at all centers. Provides clinical oversight to the patient schedule, insurance authorization, and charge capture functions.
- Works with the Manager / Director to interview, hire, train/orient, supervise work performance, assigns work and work schedules.
- Establishes clear and concise expectations, organizes assignments, reviews work, assesses performance, administers competencies and provides constructive feedback.
- Ensures the accurate and timely communication to staff with respect to changes in the registration, scheduling, referral, supply chain, administrative support, financial performance, compliance and charge reconciliation process. Includes insurance and payer updates, downtime registration and system upgrades.
- Counsels and disciplines staff and recommend personnel actions in accordance with UMMC Downtown and Midtown HR and departmental policies and procedures.
- Completes annual administrative staff performance evaluations in a timely manner for non-clinical staff.
- Demonstrates and promotes positive employee relations; supports staff education and development.
- Monitors and audits the efficiency of patient registration, scheduling, supply chain, charge capture, administrative support, financial performance, charge reconciliation and referrals/authorizations ensures all aspects of these administrative components are accurate and complete.
- Completes and submits all relative finding/trends to department managers and at staff meetings.
- Assigns tasks to ensure the workload is evenly distributed and patients are registered in a timely manner.
- Managing accuracy of provider scheduling templates and/or coordinate with proper schedule owner. Including design, master and daily adjustments, corrections and new provider and visit type setup and maintenance.
- Oversee staff efforts in collecting accurate and timely registration and encounter information.
- Assures that all appropriate work queues are actively reconciled and current.
- Identifies staff needs for in-services, training and remediation. Assigns, coaches and mentors appropriately.
- Maintain, oversee, and evaluate appropriate requisitioning procedures to ensure timely arrival of supplies.
- Maintains requisitioning records for the Department. Completes all work in compliance with the Authority to Commit resources matrix for the Department.
- Supports achievement of department's respective operating budget performance targets
- In conjunction with manager / director, monitors and assures monthly financial performance to budget and performs variance reporting.
- Compiles, analyzes and/or verifies complex financial and/or statistical data and reports as requested; investigates and resolves issues. Projects and prepares budget recommendations, identifies and resolves anomalies. Works with management team on capacity/space planning and business development issues.
- Assures that all Charge Masters are accurate and current.
- Responsible for Daily Charge Reconciliation and Charge Error Queues as assigned.
- Responsible for Point of Service Collections, including reconciliation, posting and depositing.
- Assists with financial function for the department; accounts payable, billing and/or office expenditures.
- Liaisons with Patient Financial Services and RRAS regarding patient billing issues, CDM management and charge capture.
- Liaisons with Materials Management and Contracts regarding supply chain issues.
- Maintain, oversee, evaluate and enhance the efficient organization and operation of the department, staff and their related duties, including assuring that the department is compliant with organizational and department business policies and procedures, as well as all relevant state and federal guidelines and other regulatory requirements.
- Ensures the overall satisfactory performance of the department and participates in establishment of clear and concise work procedures and expectations. Uses a systematic process to complete work-related activity, monitors results and provides positive and constructive feedback to management staff.
- Ensures efficient use of paper and electronic filing systems, and that files are updated and accurate. Orders and maintains office and/or clinical supplies and equipment. Assists in the care and maintenance of department office equipment.
- Oversees proper supply levels and ordering, with direction of manager / director for regarding other center supply needs.
- Carries out duties of Coordinators/Administrative Support Staff as required.
- Facilitates the approved Clinical Quality Value Analysis process for new product introduction and the introduction of new equipment (capital and minor equipment) for the department of Perioperative and Procedural Service leadership, clinical champions, suppliers and the Corporate CQVA Department.
- Recommends changing vendors and/or products when nursing staff or physicians point out significant concerns.
- Prepares financial analysis of proposed product introductions and / or conversions under the direction of management.
- Ensures compliance with contracting policies and procedures. Facilities submission and review of contracts with Corporate Contracts, the Office of General Counsel and / or the local legal office who negotiate on the Department's behalf. Review questions regarding contracts from those departments and makes recommendations to Periop and Procedural management as appropriate. Facilitates new vendor onboarding and required security reviews per policy.
- In combined effort with the Manager/ director acts as network operations liaison with lead providers, department senior management, Hospital and FPI departments and other related parties as needed.
- Assure accurate and timely reporting of departmental activities.
- Drafts and revises office procedure manuals under the direction of the Manager / Director accordance with UMMC policies and procedures.
- Monitors adherence to policies regarding patient privacy and confidentiality.
- Intervenes in guest relations as needed. Determines urgency of situation and calms parents/patients/employees as necessary. Decides in coordination with the Manager / Director the need to interrupt, contact physicians, administrator or clinicians; prioritizes patient/customer problems/issues.
- Carries out other administrative tasks as required; organize departmental orientation, annual certifications events and evaluates outcomes, assists with coordination of office moves.
- Ability to use resourcefulness in researching various documents, department information screens or other resources to problem-solve in handling telephone and in-person inquiries.
- Facilitate the approval process of all contract documents from pre-contract through post signature phases.
- Develop and maintain periodic, e.g., bi-weekly, reports on the status of all departmental contracts.
- If required by department, performs all prior authorizations as needed. Ensures that referral and pre-authorization activities are undertaken in order to provide maximum patient and provider satisfaction and maximum reimbursement.
- If required by department, notes patient EPIC account with each interaction before moving to next interaction. Uses the appropriate Intake or encounter smart phrase to clearly relay the interaction to the next healthcare member.
- Perform all other duties as assigned.
Work Experience Education & Experience - Required- Registered Nursing License in the state of Maryland is required.
- Three (3) years of supervisory experience.
Education & Experience - Preferred- Nursing experience in surgical and / or procedural services preferred.
Knowledge, Skills, & Abilities- Detailed knowledge of departmental functions and computer software applications.
- Excellent organizational skills, ability to prioritize own work and that of others.
- Highly effective communication, written and organization skills are required.
- Effective use of Microsoft applications.
