Manager, Clinical Administration

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

315 Science Pkwy, Rochester, New York, United States of America, 14620

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500122 Psychiatry SMH Administration

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,197.00 - $105,295.00

Responsibilities:

Under the general direction, and direct supervision of the Division Administrator, serves as a member of the leadership team in the Geriatric Division. Works in collaboration with the Clinical leaders and Division Administrator to develop systems/processes that will ensure that standards are met and efficient operations are achieved. Carries out strategic goals as set by the Division’s leadership for the Geriatric Division including Older Adult Services, Memory Care, AD Care, Capacity Clinic and the Guide Program. Supervises, coordinates, and monitors the work activity of non-clinical staff in the division. Facilitates scheduling goals and objectives for providers and is responsible for collaborating on annual operating budgets. Builds/edits and reviews reports in eRecord and Tableau.. Completes contract reviews to support our existing relationships between Telepsychiatry (nursing homes) and Lifespan (EMDT & respite care). Builds/edits and reviews reports in eRecord and Tableau. Main administrative contact for 315 Science Parkway. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I CARE values.

ESSENTIAL FUNCTIONS

Fiscal/Data Management

Billing and Reports

• Collaboration with Dept. Billing Manager regarding billing operations procedures
• Analyze, review and distribute monthly billing and financial reports.
• Ensure insurance pre-verification protocols are followed.
• Approves expense reports aligned with departmental policy and budget.
• Reviews Psych reports and work with staff on resolving discrepancies.
• Utilize Tableau reports for operations, utilization, and revenues.
• Assists in development, strategy, and processes for cost efficiencies.
• Build/edit and review reports for various needs as needed.
• Works with Division Clinical Directors and leadership on emerging initiatives

Budget

• Assist Sr. Administrator in development of annual budgets for Addictions SMH and MFG accounts.
• Effectively manages within budgeted parameters. Reconcile expenses monthly and address variances.
• Monitors, analyzes, estimates, and forecasts staffing expenditures and expense variances
• Identifies financial problems and initiates corrective action
• Coordinates capital budget process across the division - determines needs, obtains quotes, prioritizes requests, and writes justifications
• Complete annual asset review, tracking changes throughout the year for the following year
• Develop cost reduction and expense management initiatives in collaboration with management. Hold staff accountable for target achievement.

Planning and Development

• Coordinate space planning and monitor ongoing utilization at 315 Science Parkway within the set departmental guidelines
• Functions as the liaison between UR Facilities and outside vendors to support building needs.
• Works with Divisional leadership to determine annual equipment, space, and clinical support needs.
• Evaluates and implements all IT infrastructure needs to support division functions.
• Ensures Emergency Preparedness practices are completed and supports coordination of these practices across all programs at 315 Science Parkway

Operations Management

• Assist Clinical Directors in monitoring operation of clinical programs.
• Implement strategies to grow practice services provided and census while maintaining levels of service and quality.
  • Completes analysis of productivity reports, clinic volume reports, and billing reports and disseminates pertinent information to clinical leadership
  • Provides monthly reports to leadership outlining charges and expenses against budget and targets
  • Develop action plans to positively address any shortfalls or variances.
  • Develop marketing materials (brochures, broadcast on lobby televisions)
• Interprets policy and regulations; establishes division policies to meet operational needs and implements as needed.
• Prepares and coordinates the Joint Commission, Department of Health (DOH), Office of Mental Health (OMH) applications, Office of Addiction Services and Supports (OASAS), surveys, and site visits.
• Obtains support services for program areas. Resolves problems with support services across all program areas.
• Ensures compliance with the Joint Commission, DOH, OASAS, and OMH regulation related to site operations, physical plant, and personnel
• Facilitate documentation in required federal databases for GUIDE program and registries for pharmaceutical interventions for Alzheimer’s treatment
• Works on clinical quality assurance initiatives in conjunction with appropriate leaders. May request additional resources based on operations and participate in the business improvement plan process.

Personnel

• Develops staff and faculty distributions, monitors, and revises manpower reports, prepares incremental staffing requests.
• Prepares budget and FTE modifications for hospital accounts.
• Provides reports and information related to staffing models to Service and Research Directors.
• Interpretations and compliance with personnel policy and procedure in all program areas.
• Responsible for oversight of clerical and administrative operations for assigned Divisions.
• Assists in resolution of payroll problems.
• Reviews and prepares extra compensation requests.
• Responsible for direct supervision of Practice Manager and Department Coordinator roles in the division
• Responsible for recruiting, hiring, orientation, training, development and evaluation and management of non-clinical staff. Maintain compliance with employment law.
Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years relevant experience, including at least 2 years at a managerial level (personnel, fiscal and resource management); or equivalent related supervisory and administrative experience required
• 5 years, minimally, of relevant experience in personnel, fiscal, and resource management relevant to the operations of complex clinical service systems preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to be flexible and responsive in rapidly evolving health care environments. Excellent organizational and communication skills. Ability to lead in a positive, goal-directed manner; preferred

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