Administrative Director

Job Title

This position requires a minimum formal education of Bachelor's Degree and a minimum of 3 years job-related experience. Desired (not required) criteria include: Master's degree preferred. Experience in health care field of which 2 years should be in a managerial capacity. Bilingual Spanish speaking preferred. General business skills including budget preparation, staff development&training.

Salary: $112k

Work Schedule: Monday - Friday 9 AM - 5 PM, on call for Saturday weekend coverage.

Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Job Description

Communicates vision statement and medical center strategic goals and demonstrates commitment toward their achievement.

Strong written and verbal skills are demonstrated in reports, correspondence and presentations. Ensures staff are kept informed of Medical Center and departmental priorities

Participates in conferences, workshops, and other professional development activities to maintain licensure and/or remain professionally current with advances in field of expertise.

Ensures staff receive mandated in-servicing in Safety, Quality Assurance, Risk Management, Customer Service, Infection Control and any other in-service that may apply.

Recommendations and decision making reflect strong analytical skills and focus on quality, cost containment, and impact of change on other departments.

Incorporates the Medical Center's Customer Service goals in developing and/or revising departmental policies and systems.

Continually reviews the service delivery process to exceed customer expectations. Is perceived as a role model by staff, peers in customer service leadership.

Participates in multidisciplinary task forces, committees and projects, demonstrating team spirit and ability to work with different internal customers

When leading a project team demonstrates the ability to bring together different views and skills toward timely and effective completion of project objectives.

Selects, hires, and supervises staff in area of responsibility; initiates disciplinary action including terminations; carries out annual performance appraisal of employees, recommending promotions, raises, etc.

Coordinates orientation and training of new staff and on-going training and education of current staff.

Ensures adequate staff coverage by preparing vacation and holiday schedules; approves overtime as necessary and authorizes coverage for absent staff.

Using available utilization data, works to develop staffing plan and schedules to maintain appropriate staffing levels and staffing mix

Responsible for productivity of staff; maintains productivity standard.

Provides daily supervision and direction to clerical and clinical staff.

Ensures all appropriate charges for institutional services, professional services, equipment and supplies are captured as well as cash reconciliation.

Supervision of all patient registration, appointment scheduling, referrals, which includes collection of demographic data, collection of insurance information, cash collection, data entry into the EHR. Coordination of payment arrangements.

Assures appropriate and adequate pre-billing activities to allow for timely adequate billing.

Lead quality improvement program to increase collections via improved registration and front-end process.

Develops departmental policies and procedures and standards in collaboration with Leadership. Reviews policies and procedures periodically to ensure they are in compliance with requirements of regulatory agencies

Reviews policies and procedures with staff.

Conducts regulatory requirement monitoring. Ensures site is compliant with all hospital, NYSDOH, Joint Commission regulations.

Coordinates patient satisfaction activities, including resolution of complaints, problems, etc. with patients, physicians, site personnel and hospital administration.

Facilitates interdepartmental communication policy and procedures needed to resolve problems. Implements new programs and process improvement plans.

In collaboration with Administrative and Clinical Leadership, assures smooth and efficient patient flow by coordination clerical, nursing, and medical activities.

Coordinates with Chairs, Directors of Services, Nursing, Patient Accounts, and other areas to develop and maintain efficient patient-centered systems and programs.

Maintains appropriate community, medical staff, external, and internal communication mechanisms.

In collaboration with Administrative and Financial Leadership, develops annual budget for the site(s); manages budget throughout the year, analyzing and monitoring monthly reports and overtime runs for the site(s) to ensure it operates within budget guidelines.

Submits order for medical/surgical instruments and equipment as well as office supplies.

Monitors the Ambulatory Care services budget to ensure the department is within its financial operating budget.

Monitors and manages the expenses of site ensuring a lean operation

Performs chart reviews as necessary to determine areas where improvement may be possible; investigates, determining cause(s) and corrects problems relating to

General and procedural consents, Coding issues (CPT, ICD) to ensure maximum reimbursement, Compliances with carrier regulations to reduce/prevent/mitigate audit

exposure(s) of hospital or individual physicians, Documentation standards

Maintains established departmental policies and procedures, objectives, performance improvement, safety, environmental, and infection control standards.

Oversees the performance improvement programs in area of responsibility, developing performance improvement, monitors and ensuring that follow-up actions are implemented.

Acts as the on-site appointment system template manager, making adjustments to the patient scheduling system including hybrid appointments (virtual and in-person visits). Generates scheduling reports as needed.

Works to ensure patient's schedule coincides with provider's schedule and ensures that provider schedules are maximized.

Oversees all on site medical record activities to ensure proper filing, maintenance and availability of records for patient visits.

Maintains employee attendance records (including vacation time, sick days, etc.); processes time cards, prepares overtime authorizations

Coordinates the cash deposit and reconciliation functions with financial management and Administration. Keeps abreast of all reimbursement trends in all areas and recommends steps to respond appropriately.

Responsible for the environment of work; works with other departments to ensure the environment is maintained for cleanliness, safety, and to regulatory standards and beyond.

Coordinates with other Ambulatory Managers in their absence

Responsible for non-Wyckoff Heights Medical Center physician payments via the voucher system.

Remains knowledgeable about and as appropriate participates in, relevant performance improvement activities.

Ability to identify task requirements and monitor progress toward goals.

Gathers, prepares, and provides reports on metrics and goals for their site and explains variances.

Performs any other duty within the express or implicit terms of the duties hereunder that may be necessary for the best interest of the medical center.

Performs other duties as required.

Ability to accept responsibility for leadership, direction, control, planning, negotiating, organizing, directing, supervising, formulating practices, or making final decisions

Ability to influence people in their opinions, attitudes, judgments about ideas or things, to motivate, convince, or negotiate

Ability to adapt to situations involving the interpretation of feelings, ideas, or facts in terms of personal viewpoint; to use creativity, self-expression, or imagination

Ability to exchange information with others clearly and concisely; to present ideas, facts and technical information

Ability to maintain relationships that facilitate task goals; to cooperate and resolve conflicts; to recognize needs and be sensitive of others

Supports patient -centered services, including age-specific and culturally sensitive approaches to high quality, individualized care in a safe environment.