Clinical Division Administrator

Overview

The Clinical Division Administrator is a strategic partner to their Division Chiefs and reports to the Associate Director of the Department. The scope of the Clinical Division Administrator is to resource and operationalize all programmatic needs of the Divisions. The responsibility of the Clinical Division Administrator is to ensure all clinical, business, academic operations within their Divisions are exceptionally and seamlessly managed. This position will provide management oversight of the Gynecologic Oncology, Urogynecology and Family Planning divisions within the Department but may expand to other Divisions in the Department.

Business Planning/Financial Oversight

• Creation of business proposals/ financial plans.
• Monitor budgets, identify and address budget variances; recommend adjustments and take action as appropriate.
• Review monthly financial information including P&Ls and account details report and meets monthly with their Section Chiefs and Associate Director to discuss financial situation of their Division.
• Monitor and analyze monthly productivity statistics and identifies trends and items requiring immediate corrective action. Reviews physician’s productivity regularly. Provide updates to the Associate Director and Section Chiefs.
• Manage and provide oversight for expenses, reimbursement and invoices.
• Identify funding challenges and opportunities and present possible options to leadership.
• Track clinical sessions and update cFTE by provider.
• Oversee contracts/ support memos with affiliated entities.
• Revenue cycle management oversight
• Liaise and communicate frequently with Business Office

Staffing & Personnel Management

• Provider onboarding/ offboarding, training and credentialing.
• Collaborate with Division leadership in all faculty issues.
• Work with Division leaders to consistently assess physician staffing needs and resource needs (RN, APP support, other).
• Work with Faculty/Staff Affairs and Research teams for management of non-ladder employees.
• Administratively responsible for entire Division including research/ lab.
• Work with HR and Labor relations for C&T staff management.
• Ensure appropriate administrative staffing levels for business operations.
• Responsible for hiring and training all administrative support staff (M&Ps and C&Ts).
• Conduct regular meetings with teams and problem-solve so issues and concerns are addressed in real-time.

Quality Assurance & Reporting

• Responsible for investigating and addressing all quality assurance and patient complaint issues and escalating as appropriate to leadership/ appropriate teams.
• Responsible for monitoring and working with Faculty for all required process measures including open encounters/ surgical OP notes.
• Responsible for monitoring and working with Faculty and Staff Affairs for compliance with all required training (including Workday).
• Ensure Divisions are up to date and adhering to all regulatory compliance and University policies and procedures.
• Responsible for adherence to professional conduct in the workplace and address any issues in a timely fashion.

Critical Growth & Strategic Resources

• Serve as conduit for Division/Department leadership, Yale Medicine, YNHH system, all Affiliated Organizations to ensure alignment of vision and strategic planning.
• Routinely monitor and address volume, referral and new patient access metrics, surgical growth, expansion of clinical footprint.
• Work to identify faculty assignments that maximize clinical coverage and revenue.
• Ensure Faculty close open encounters timely.
• Serve as a point person for any issues the faculty have with the EMR team.
• Meet monthly with Section Chiefs to address each faculty’s clinical needs and support for their patient panels. Monitor clinical practice schedules to ensure required sessions are performed and ensure makeup sessions are followed.
• Monitor clinical practice billing operations and address fluctuations.
• Strategize with Section Chiefs to maximize procedures and clinics to increase revenue and improve patient care.
• Coordinate with Section Chiefs and attend weekly faculty meetings to address issues and assign tasks tracking and status checks on projects and pending items.
• Relationship building; communication with leadership at Affiliated hospitals at which Division is represented
• Work with Faculty and YSM teams to develop outreach strategies

Required Skills and Abilities

1. Bachelor's degree in relevant technical field and six years of related technical experience; or an equivalent combination of education and experience.
2. Ability to communicate information effectively both oral and written, within a multifaceted and complex environment.
3. Exceptional analytical and organization skills, with high attention to detail. Proven ability to conduct comprehensive analysis of data with complex reporting of results. Demonstrate problem-solving ability using excellent investigative techniques to arrive at resolution.
4. Demonstrated knowledge medical terminology, and documentation/compliance requirements for physicians in an academic medical setting. Working knowledge of medical office/hospital systems, medical record management software (Epic required), Microsoft Office, Outlook e-mail and related software applications.
5. Ability to analyze and interpret detailed reports, develop clear conclusions, and summarize findings. Ability to work, plan, research, and conduct projects with minimal supervision.
6. Ability to work independently with minimal supervision, as well as part of a cross-functional team to achieve common goals. Ability to lead team projects and organize and prioritize workload to manage multiple tasks and meet timely deadlines.

Principal Responsibilities

1. Evaluates the effectiveness of operational procedures and makes immediate changes to facilitate the highest level of patient service and efficiency. Identifies issues that impede delivery of quality patient care; develops and implements short-term improvements and plans for long term process improvements. Partners with members of the leadership team to develop long term objectives for the practice related to productivity, compliance, communication and patient satisfaction.
2. Monitors and analyzes monthly productivity statistics and key financial indicators to assess accuracy and effectiveness of processes, and identifies trends or items requiring immediate corrective action. Reviews physician productivity and billing data regularly. Provides comprehensive detailed summary of findings to faculty including approaches to enhance efficiencies and overall reimbursement of clinical services.
3. Monitors and enforces compliance with YMA Policies and Procedures, Practice Standards, HIPAA regulations and Billing Compliance standards throughout all operational activities. Develops budgetary forecasts and profit and loss statements for the practice. Oversees the monitoring and enforcing of customer service standards for staff members addressing deficiencies. Resolves complicated billing, collections, and patient service issues by interfacing with YNHH, YMA management, faculty and other clinical Practice managers. Interfaces with YNHH and YMA Group-Patient Financial Services regarding clinician credentialing.
4. Oversees clinical practice operations of section by ensuring appropriate training, ongoing education, and monitoring of day-to-day activities. Works with the clinical leadership and other key departmental clinical/administrative staff on matters relating to practice performance and clinical issues in accordance with budget, goals and benchmarks. Provides leadership and direction to clinical staff where appropriate.
5. Researches and develops proposals for internal and external program initiatives and new clinical opportunities and advises leadership on the financial impact of new projects or initiatives. Prepares special analyses, reports and complex financial modeling to support the decision-making process. Negotiates contracts for consulting, physician leasing, affiliated hospital agreements and all other clinical agreements and managed care contracts. Analyzes proposals and determines cost, benefits, risks and liabilities.
6. Manages implementation of electronic medical record within the Practice. Streamlines communications between EMR team, physicians, and clinical staff. Establishes, implements and monitors medical record protocols and procedures. Ensures office compliance with Federal/state/local regulations.
7. Develops multifaceted communications via print, web and video to optimize and support the section’s mission to provide compassionate, state-of-the-art medical care for enhanced patient outcomes. Monitors patient satisfaction through surveys and other feedback plan responses to improve performance based on section specific goals. Recognizing the key drivers for marketing and communicating the mission and goals of the practice, develops and organizes initiatives for enhancing physician relations, customer satisfaction, community involvement, advertising and public relations. Ensures that all media is in compliance with guidelines established by University & YMA and that faculty/staff are aware of and abide by policies.
8. Establishes and monitors clinician work schedule assignments for best utilization of space and maximum productivity. Represents department with regard to facility concerns, maintenance and security.
9. Keeps current in practice management and process improvement concepts through involvement in professional organizations, seminar attendance, user group meetings and individual research.

Required Education and Experience

Bachelor's degree in relevant technical field and six years of related technical experience; or an equivalent combination of education and experience.