JOB DETAILSDepartment: Pediatrics Clinic
FTE: 1.0 (80 hours per pay period)
Workdays: Monday - Friday
Shift(s): Days
Shift Length: 8 hours
Location: In-Person
Bilingual: Spanish/English preferred
Purpose of the position: Responsible for administrative support for the clinical and clerical services of their respective practice(s). This position partners with the Medical Director(s) and with administrators and other managers as appropriate. Responsibilities include overall leadership and accountability for efficient and effective patient flow within the practice, the satisfaction of all customers (patients, physicians, employees), budgeting and long-term planning.
RESPONSIBILITIES- Works with the Medical Director and Administrative Director, Ambulatory Services in setting and implementing the strategic plan for the practice
- Participates in the development of annual departmental budgets and reviews plans with established budgets on a monthly basis
- Provides support for physicians in resolving problems, planning new services and addressing issues so that they can effectively practice medicine
- Works with physicians and staff to improve service quality through the promotion of practice efficiency and effectiveness
- Determines a need for and maintains an appropriately trained employee group to achieve practice goals and objectives
- Maintains liaison with the Medical Director to implement and evaluate problems concerning physicians, patients or employee relations
- Communicates and ensures compliance with medical center policies and procedures
- Assures on-going compliance with accreditation, credentialing, regulatory and professional standards impacting the clinical area
- Maintains oversight of employees to assure efficient patient flow
- Other functions as assigned
General Skills:- Strong organizational skills
- Effective leadership skills
- Effective time management skills
- Analytical and planning skills
- Proactive and results oriented style
- Require minimal day-to-day guidance
- Ability to independently implement ideas and strategies based on information given at meetings
- Visible to physicians and staff
- Attends to personal and professional learning needs
- Strong computer skills to process own work and understand the work of staff
Leadership Skills:- Builds a quality team of individuals in the practice to meet physician and patient expectations Coaches staff and encourages their professional development
- Directs and manages staff
- Act as a morale enhancer. Focuses on action plans regarding the Gallup Employee Opinion Survey
- Acts as a team builder both within the practice and with other practices and departments within the medical center. Cultivates an atmosphere of cooperation. Encourages staff to improve operations and solve problems
- Implements changes in practice in conjunction with Medical Director to foster the following goals:
- An efficient practice that is organized, well run and smooth. Evaluate and alter flow patterns as appropriate. Monitor practice for improved use of equipment, space and staff
- A growing practice in terms of volume, programs, service and revenue; identification of new revenue streams as appropriate
- Customer service: Develop and implement strategies to access, improve and monitor customer satisfaction. Patients feel "first" in what we do; we go beyond the call of duty; patients feel valued.
- High quality: Best care available, patient education, tasks performed by competent and appropriate staff, patients feel valued.
- Enthusiastic staff: Cultivate a group of people who feel a passion for the area in which they work as exhibited by personal and professional growth.
Communication Skills:- Maintains effective working relations through strong communication skills both up, down and across the organization including good working relationship with the Medical Director, Administrative Director, Ambulatory Services, other Practice Managers and other HCMC staff as appropriate.
- Meets with the Medical Director frequently, at least 2 - 4 times per month or more. Fosters a team partnership with the Medical Director.
- Meets with total staff at least once monthly and sub-groups of staff (clinical and/or non-clinical) at least monthly to do the following:
- Disseminate information.
- Give employees opportunity for input and problem solving.
- Focus on actions taken in such meetings.
- Follows-up with e-mail, department newsletter, postings of important information. Communicate to staff and other manager's information disseminated to Practice Manager.
- Has a partnership with Medical Director and encourages and fosters participation of all physicians in matters of the practice.
Fiscal Management Skills:- Develops and manages the budget. Ensures capital, salary, non-salary expense budgets correlate with practice needs.
- Monitors staff use of overtime and develops suggested plan of correction where appropriate.
- Develops format for tracking volume.
- Develops organized reports and statistics.
Business Development Skills:- Prepares professional, succinct and financially justifiable proposals as required for staff and capital.
- Looks for new revenue opportunities within the practice to grow volume, program offerings and revenue in response to market needs.
- Facilitates the development of promotional materials and presentations.
QUALIFICATIONSMinimum Qualifications:- Bachelor's Degree (Master's preferred) in business or health-related profession
- Five or more years of progressive experience managing a physician office practice or ambulatory care setting
OR
- An approved equivalent combination of training and experience.
Knowledge/Skills/Abilities:- Must possess excellent communication, organizational, and leadership Program development skills
- Must be able to analyze, plan and coordinate resources necessary for successfully addressing problems, issues and desired change
Leadership Knowledge/Skills/Abilities:- Ability to effectively manage company resources (i.e. budget and personnel)
- Skilled in overseeing the efforts of high-level department individuals
- Superb ability to motivate employees and inspire positive change within department
- Innovative thinker; Ability to contribute new ideas that support organizational goals
- Skilled in managerial duties (i.e. hiring, firing, performance appraisals, pay reviews)
- Skilled in modeling company values through daily interactions within the department, particularly with regards to health and safety
- Capable of supporting the work of the department
- High standard of ethics, discipline, and professionalism
- Skilled in fostering a positive workplace culture and building inclusive workplace teams
Preferred Qualifications:- Master's Degree in business or health-related profession preferred
- Bilingual in Spanish/English
