Job Title: Department Administrator
Management Services Officer IV, MSP IV
Department of Obstetrics and Gynecology
SUPERVISOR AND DEPARTMENT HEAD:
I. GENERAL RESPONSIBILITIES
The Department Administrator, in conjunction with the Chair, develops the long range goals and objectives of the Department of Obstetrics and Gynecology and the implementation plans necessary to achieve those goals and objectives. The Administrator directs the full range of administrative and fiscal activities for the department, which is comprised of XX faculty, XX staff employees, XX house staff and XXX volunteer clinical faculty in six subspecialty divisions:
Division of General Obstetrics and Gynecology, Division of Gynecologic Oncology, Division of
Maternal-Fetal Medicine, Division of Medical Education, Division of Reproductive Endocrinology and Infertility, and Division of Urogynecology.
The Administrator has overall responsibility for the development of policy and procedure for the department, with financial management of a $XX million dollar budget including but not limited to contract and grant revenues, practice plan income and donor support.
The Administrator is solely responsible to the Department Chair for the administration of research, clinical and teaching programs of the Department. Responsibilities include organization, planning and direction of fiscal, physical and human resources, development of policies and procedures, and program planning and implementation. The Department of Obstetrics and Gynecology operates its own outpatient clinical facilities, including four faculty practice offices and the Center for Fetal
Evaluation for which the Administrator is administratively responsible. In addition, the
Administrator manages the in-house professional fee-billing unit, the development of computerized systems for business and financial operations, and is extensively involved in the planning and implementation of clinical programs.
II. FINANCIAL MANAGEMENT
The Department Administrator is responsible for the financial management of a multimillion dollar budget including development and management of a relational data base financial system, budgeting, decentralized financial reporting, fund management and coordination of fundraising activities. Fund sources include, but are not limited to, professional fee income, affiliate/contract income, medical center, letter of agreement, county reimbursement agreements, state funds, contracts and grants, and donations.
Current Budget:
College of Medicine/Health Sciences UCI Foundation
TOTAL
$xxxxxxxxxx
$xxxxxxxxxx
$XXXXXXX
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104 Inverness Terrace East . Englewood, CO 80112 . T 303.799.1111
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The Administrator establishes department policies and procedures for business office functions including accounting, payroll, purchasing, audit, and self-assessment.
The Administrator is responsible for contract and grant administration involving federal, state, and private agencies including generation of proposal and budget development, negotiation, coordination of human subjects approval, adherence to agency requirements, and financial reporting.
The Administrator is responsible for identifying and implementing new funding sources to enhance programmatic goals and objectives.
III. MEDICAL PRACTICE MANAGEMENT
The Department Administrator is responsible for the management of five departmental outpatient facilities: the Women's Healthcare Center, the Center for Fetal Evaluation, the Gynecologic Oncology
Group, The Administrator establishes systems and plans and organizes support services to provide for the following: 1) front office operations (scheduling, registration, management of referrals, medical records, answering service, billing, 2) nursing services, including provisions of specialty assistance (i.e., chemotherapy services), 3) laboratory and lab tech services, 4) outpatient surgery counseling, referral, admitting and registration, 5) business support services, i.e., ordering supplies and medications, medical equipment purchasing and maintenance, inventory, facility renovation and maintenance, and quality assurance. The Administrator is responsible for negotiating and implementing lease agreements, contractual agreements, and personnel management for all potential new off-site locations.
The Administrator provides for service coverage at outlying facilities and negotiates service contracts and reimbursement levels.
IV. PRACTICE MANAGEMENT
The Department Administrator is responsible for administrative practice management for both department and private practices. Responsibilities include management of the in-house professional fee billing service, which provides services for the Department of Obstetrics and Gynecology as well as contractual agreements with the Department of Otolaryngology and the Department of Ophthalmology for billing and collection services. This includes billing and collection, trend analysis, analyze' coding strategies, consultation and coordination with hospital billing representatives, county agencies and various representatives regarding reimbursement. The Administrator is responsible for development and implementation of accounting and auditing regulations, on-line systems, service and fee analysis, establishment of fees, disbursement of revenue, marketing of new services and contract review. The administrator manages gross charges of private and department practice exceeding $XX million. Acts as the representative for the faculty practices for contracting with outside entities including the Medical
Group, community medical groups, affiliate and service hospitals, and other groups as necessary.
The Administrator is responsible for developing appropriate accounting and assessment mechanisms consistent with the Clinical Compensation Plan including mechanisms for Dean's assessments, practice development assessment and department assessment. The Administrator is responsible for analyzing the impact of proposed changes to the Medical School Clinical Compensation Plan on current operations and implementing change as necessary.
The department holds service contracts with over 20 community hospitals and medical centers. The
Administrator is responsible for implementing the service agreements, analyzing service revenue generation and for making recommendations to continue the agreements.
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104 Inverness Terrace East . Englewood, CO 80112 . T 303.799.1111
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The Administrator is responsible for program planning and development of new clinical programs and expansion or changes to existing services, analyzing impact to space, medical and support staff, and operating expenditures. The Administrator will develop and prepare Requests for Proposals for consultant services, as well as business plans. Acts as liaison with community and professional organizations to keep abreast of trends and directions in healthcare. Utilizes this information to incorporate new concepts into the practice activity of the department.
The Administrator is responsible for clinical and quality assurance/monitoring activities, development and implementation of department policies and procedures and ensuring compliance with JCAHO and Title 22 requirements, as well as any other regulatory agencies.
V. FACILITY, LABORATORY AND EQUIPMENT MANAGEMENT
The Administrator is responsible for the planning, assignment and utilization of space involving XXXXX square feet to support clinical, research and academic programs. The Administrator is responsible for appropriate licensure and safety requirements, for funding, procurement, installation, servicing, and inventory of research, clinical and office equipment, and for space remodeling/refurbishment.
VI. ACADEMIC AND STAFF PERSONNEL ADMINISTRATION
The Administrator plans and implements ongoing recruitment for academic personnel, ensuring compliance with affirmative action and academic personnel policies and procedures. The Administrator participates in negotiation of salary and resource commitments to new faculty and assesses financial/program impact of new faculty and services. The Administrator is responsible for the supervision of the recruitment, advertising, search, hiring and relocation of academic personnel and administers the faculty review, merit, and promotion process. The Administrator advises the Chair in matters of salary levels for faculty, develops and implements incentive plans, and monitors academic salary levels for clinical faculty on a national basis to insure competitive compensation arrangements.
The Administrator is responsible for overall Divisional management. The Administrator develops long range plans for staff organization, supervises and directs support staff including recruitment, hiring, work assignments, evaluation, corrective action, and employee development. Included in these responsibilities are institution of a comprehensive quality service/process improvement program, development and implementation of effective employee communication system, development of performance standards, adherence to affirmative action goals and objectives, and development of systems to ensure compliance with staff personnel policy and collective bargaining agreements.
VII. MEDICAL EDUCATION
The Administrator is responsible for the coordination and management of the medical education functions of the department including residency, clinical fellowship, research fellowship, medical student, and continuing medical education programs. Responsibilities include administration of the residency training program including recruitment, selection, evaluation, monitoring of clinical activity, developing and implementing changes to curricula, establishing rotation schedules at UCI Medical
Center and affiliated institutions, and planning for expansion of personnel and programs to meet educational needs. The Administrator is also responsible for supervising medical student core and elective programs, including the second year PD course and pelvic workshop, the third year clinical clerkship, and fourth year electives. The Administrator facilitates the coordination and implementation of continuing medical education programs, of which the department sponsors nine events per year.
Also, the Administrator is responsible for the administration of two accredited fellowship programs: maternal-fetal medicine, and gynecologic oncology.
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VIIII. PROGRAM PLANNING AND IMPLEMENTATION
The Administrator is responsible for planning and development of academic and service programs involving assessment and planning of space and equipment needs, academic and staff personnel requirements, organization and expansion of medical services, educational programs, research (basic science and clinical), development of special programs as a result of needs analysis (i.e., outreach), identification and development of financial and resource bases. The Administrator plans, develops and organizes services and programs which require coordination at community, interdepartmental and/or combines department/hospital levels. Examples: perinatal outreach, education, medical consultation and referral services for gynecology/oncology and high risk obstetrics populations; Perinatal Task Force,
Center for Fetal Evaluation, OB Volume Task Force.
IX. INFORMATION SYSTEMS
The Administrator is responsible for analyzing and assessing the requirements and implementing plans for computer applications and information systems to meet the ever changing needs of the department.
This includes various applications such as billing, word processing, financial reporting, medical records, clinical research, statistical analysis, and residency training. The Administrator is responsible for designing and implementing local area networks, ensuring consistency in hardware configuration and software selection in both MAC and PC environments. Acts as a liaison with Health Systems and
Medical Center Information Systems groups, as well as Campus computing units and outside vendors.
Signatures:
Employee Date Supervisor Date Department Head Date
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PRACTICE ADMINISTRATOR
Position Title: Practice Administrator, Gl/Hepatology and Endoscopy Lab
Job Classification #
Incumbent:
Pay Grade:
Reports to (Title): Section Directors Drs., Administrator, Department of Internal Medicine, Whoever is administratively responsible for the non-clinical operations and finances of the Endoscopy Lab.
Approved by:
Work Site/s:
Purpose of Position: This position provides administrative leadership for multiple sections and a hospital department. The incumbent must manage multiple priorities established by multiple direct reports. A major focus of the position is to maximize revenue while reducing costs and maintaining a high level of quality and customer service. This person must be visionary, creative and decisive in problem solving and the development of projects and plans in alignment with the strategic plan. In keeping with the mission and values the person in this position must balance between education, clinical effort and research demands.
Duties and Responsibilities:
I.
II.
III.
IV.
V.
VI.
VII.
Development, administration and monthly reporting of medical practice/s departmental budget comparison to actual performance. Prepares reports and monitors patient volume, admissions and patient days and trends data.
Manages day-to-day operations in a manner that enhances customer satisfaction and productivity.
Responsible for overseeing billing operations and maintaining cash flow including reimbursement and serving as practice liaison to billing vendors as required.
Responsible for management of all non-physician personnel including:
A.
Recruitment and retention
B.
C.
D.
E.
Evaluation, rewards and discipline when appropriate and termination if necessary
Determining appropriate staffing needs
Ensuring staff work together
Train staff in their positions and HES, Corporate Compliance
Administers budgets ...responsible for the annual divisional budgets; including revenue projection and justification of expenditures. With the Section Heads, Department Administrator and
Department Chairman, develops long-range projections and financial plans; maintains appropriate analyses and recommends necessary adjustments including capital budgets.
A.
B.
C.
Budget preparation
Monthly budget responsibility
Year-end close responsibility
Timely reporting of Monthly Budget Variance reports D.
Develops plans for space utilization and oversees construction as required.
Negotiates and manages contractual activities in alignment with Legal Affairs and Corporate Compliance including:
A.
B.
C.
D.
Leases
Telecommunications and computer equipment
Affiliate agreements
Collection service agreements
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104 Inverness Terrace East . Englewood, CO 80112 . T 303.799.1111
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VIII.
VIII.
IX.
E.
Laboratory service agreements
F.
Managed care agreements as necessary
Regulatory Compliance
A.
B.
JCAHO
OSHA
C.
D.
E.
Quality Improvement
Nursing laws and regulations
CUA

Participates in operational improvements for areas of responsibility and other areas from time to time as requested ranging from oversight responsibilities to direct supervision.

Responsible for the fiscal administration and integrity of the areas of oversight including purchasing, capital equipment, monthly account management and reports and grants management.

Facilitates strategic planning for the sections regarding operations, patient care services and facilities expansion.

Responsible for the hiring, training, development and evaluation of administrative, technical, nursing and clerical work force in the sections. Directs, assigns, coordinates and reviews through managers and administrative assistants the staff. Handles and coordinates with Human Resources personnel activities including but not limited to wage and salary administration, development of position descriptions, orientation and training of new staff and employee relations. Responsible for promoting a customer service orientation throughout the organization.

Responsible for the development and maintenance of information systems and coordination activities with HR IS, Patient Care Information Systems and billing IS. Provides leadership to the technicians responsible for supporting PCs and LAN. Responsible for effective charge capture and reconciliation systems.
Work with the section directors on faculty recruitment. Promotion and credentialing and salary administration.
Responsible for the development of valid measurement systems to include outcomes, work productivity, quality, grant operations, faculty, clinic operations and facility management/resource/allocation.
Organizational Contacts and Purpose (include frequency): This position interacts with all levels of the organization from senior management levels to doctors to support staff from Housekeeping to Internal
Consultants. This position provides the staff to support the academic, research and clinical responsibilities of nearly 15 MDs, PhDs. There are 9Fellows in the academic program. There is a relationship with the clinical manager of the Endoscopy Lab to ensure a smooth, safe and efficient operation. IS staff will work with this person for the purpose of interfacing systems and providing system application availability for staff is provided.
External Contacts and Purpose (include frequency): This person interacts with Architects, Sales
Representatives of equipment vendors, software vendors, pharmaceutical companies, etc. who call on doctors and the practices to sell products. In the case of architects the purpose is to renovate or construct facilities.
Consultants are often used to provide support or information that is not readily available or existing internal resources cannot or do not have the time to provide.
Technical/Computer Skills Required: Knowledge and demonstrated skill in software applications such as
Millbrook, EPIC, R­ heart, Microsoft 2000, Excel/Word, PowerPoint, PCIS, Internet, HES, Corporate
Compliance, MSS, Lotus Notes, and soon Study Manager, etc. Proficient is at least one practice management system is required although knowledge in more than one system is highly desirable.
Environmental Conditions: Generally the environment is an office situation. Close attention to detail displayed on PCs is extensive.
Educational Level Expected: This position requires a bachelor degree preparation with a master's degree
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104 Inverness Terrace East . Englewood, CO 80112 . T 303.799.1111
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highly desirable in the areas of business and /or hospital administration/health services administration.
Professional certification is helpful.
Knowledge Skill and Experience: The incumbent should have more than ten years’ experience in the operations and management of a/an ambulatory practice/s and knowledge of an Endoscopy lab or ambulatory surgery center. Demonstrates ability to organize and present data, prepare technical and statistical reports and manage multiple levels of staff including nursing staff. Knowledge of regulatory rules and regulations is desirable. Previous financial and administrative responsible in specialty practice/s is required with demonstrated performance in the areas of patient flow, front office registration, medical records, reimbursement operations, general ledger/payroll, purchasing, human resources and budgeting. Accounting systems experience is a must. Excellent interpersonal skills is required. Comprehensive understanding of internal medicine reimbursement issues including front and back office workflow\v issues, diagnosis and procedure coding, third party payer requirements and Illinois managed care environment. Knowledge of systems and systems thinking is a real plus.
Supervisory Responsibilities (if any): This position leads and manages staff in multiple practices in more than one site. Position Title: Office Manager, GI # of People: 10+
Position Title: Office Manager, Hepatology
Position Title: Manager of Endoscopy Lab
# of People 6
# of People 25
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DEPARTMENT OF RADIOLOGY
POSITION DESCRIPTION
JOB TITLE/JOB CODE: Department Administrator, Sr.
DEPARTMENT TITLE: Department Administrator
INCUBENT:
EFFECTIVE DATE:
JOB SUMMARY: Provides administrative services for the Department of Radiology related to clinical, educational and research activities
ORGANIZATIONAL RELATIONSHIPS: The individual occupying this position reports directly to the
Department Chairman and supervises departmental administrative support staff.
DUTIES AND RESPONSIBILITIES:
1.
FINANCIAL ADMINISTRATION
A.
B.
C.
D.
Develops budgetary projections and planning documents.
Maintains financial management system. Provides financial and management reports.
Monitors income and expenses on all departmental accounts.
Manages purchasing and accounts payable.
20%
2.
CLINICAL BILLING AND COMPLIANCE
A.
20%
Manages processes related to establishing departmental professional fees, procedure and diagnosis coding and charge entry in order to maximize departmental revenues.
B.
C.
Monitors documentation to assure regulatory compliance.
Works with Physician Billing Services to follow up on denied claims and to process collections.
3.
OPERATIONS
A.
15%
Reviews organizational structure and functions to determine adequacy of existing structure, eliminate duplications and nonessential activity, and clarify organizational relationships and
B.
C.
D.
E.
responsibilities for support staff.
Supervises support staff and development of departmental standards and operational policies and procedures. Chairs monthly support staff meeting.
Attends monthly Faculty Meeting and provides administrative and financial reports.
Manages departmental space utilization and requirements.
Serves on departmental Strategic Planning Committee.
4.
ADMINISTRATIVE LIAISON TO HOSPITAL RADIOLOGY
A.
10%
Coordinates administrative processes with hospital radiology personnel including telephone I
B.
C.
intercom communications, scheduling I ordering procedures, billing, compliance, documentation and record-keeping, staffing and marketing.
Provides consultative support to hospital radiology in administrative areas.
Serves as part of team meeting regularly to review hospital radiology operations and on departmental Quality Improvement Committee.
5.
HUMAN RESOURCES
A.
5%
Manages hiring, orientation, training, performance evaluation and disciplinary processes for support staff.
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104 Inverness Terrace East . Englewood, CO 80112 . T 303.799.1111
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B.
Coordinates processes related to faculty recruitment and hiring, salary administration, departmental physician compensation plan, and faculty time away including vacation, meeting time and medical leave.
6.
C.
A.
Manages payroll for faculty and staff.
CONTRACT, STUDY AND GRANT ADMINISTRATION 5%
Works with Departmental Chairman to develop new business initiatives and financial projections, coordinates contract development and monitoring with medical-legal department, coordinates contract billing and monitors payments, and manages administrative aspects of contractual agreements.
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DEPARTMENT OF RADIOLOGY
POSITION DESCRIPTION
B.
Works with principle investigators and Finance to develop study and grant budgets. Processes and monitors expenditures related to study and grant funds.
7.
EDUCATION
A.
5%
Supports educational activities related to resident recruitment, orientation, program evaluation,
B.
resident activity, accreditation and special lectures.
Serves as member of Education Resources Committee.
8.
PROCESS IMPROVEMENT
A.
Serves on committees and work-groups to evaluate and improve processes.
B.
5%
Networks nationally with radiology and other medical group managers to identify opportunities and methods to manage challenges to the department, medical group and university.
DISCLAIMER: Performs other related duties as assigned or requested.
RECOMMENDED SKILLS. ABILITIES AND PERSONAL CHARACTERISTICS:


Knowledge of generally accepted financial and accounting principles.
Knowledge of human relations legal requirements.

Knowledge of billing processes including coding, compliance and collections.

Knowledge of medical legal requirements for documentation and risk management.

Knowledge of office practices and procedures.

Interpersonal/human relations skills.

Verbal and written communication skills.

Ability to operate personal computer and office equipment.
CRITERIA FOR EXCELLENCE:

DEMONSTRATES knowledge of Radiology Department functions.

CONDUCTS job duties in accordance with departmental and university standards, consistently
 following established protocols and procedures.
COMPLETES job duties within required time-frame, according to established schedules or workflow requirements.

DEMONSTRATES competence and collaboration by completing assigned responsibilities accurately and according to direction. Shares knowledge with others to facilitate work flow and continuity.

DEMONSTRATES an attitude of cooperation and professionalism, maintaining harmonious relationships, providing support and assistance to staff, faculty and hospital personnel in order to assure quality patient care and quality educational experiences.

MAINTAINS a clean and comfortable environment for employees in accordance with departmental standards. Maintains a clutter free environment and practices cleanliness by picking up trash. Keeps personal conversations and background noise to a minimum. Adheres to dress code.

ASSUMES responsibility for annually reviewing requirements related to fire and safety. Reports safety problems to appropriate individuals.

REPORTS compliance and risk management concerns to appropriate individuals.

COMMUNICATES effectively by providing clear and concise information, listening carefully and asking questions to seek understanding.

OBTAINS information from callers and visitors to identify their needs and provide assistance.
DEMONSTRATES care and courtesy by providing prompt, respectful and courteous service, responding to calls promptly, and apologizing for mix-ups and delays as appropriate.


RETRIEVES and organizes appropriate data in records and files.
MAINTAINS confidentiality, accessing and sharing information only as needed to perform job-
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 related functions. Maintains proprietary information.
ASSISTS in the containment of costs through appropriate ordering and/or conservation of supplies, services and equipment.

PROVIDES cost effective services by using resources wisely, safeguarding the facility and equipment, and by recommending changes which increase efficiency and minimize waste.
DEPARTMENT OF RADIOLOGY
POSITION DESCRIPTION
QUALIFICATIONS:
Minimum - BA/BS, three years related experience, basic personal computer skills.
Preferred - MBA/MHA, five years related experience, personal computer skills, including word processing, spreadsheet, database, and PowerPoint.
Employee: _ Date: _
Supervisor: Date: _
The above statements are intended to describe the general nature and level of work being performed.
They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel in this job classification. An individual working in this classification must also perform specific additional tasks upon request by supervisory personnel. Furthermore, the duties and responsibilities for this classification are subject to change.
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104 Inverness Terrace East . Englewood, CO 80112 . T 303.799.1111
. F 303.784.6110
. mgma.org