SUMMARY

Accountable for safety, security, space assignment/utilization and cross-service line communication within assigned site(s). Serves as the principal financial and operational manager for primary care specialties within defined locations including Internal Medicine, Family Medicine, Pediatrics, Behavioral Health and supporting programs and services. Collaborates regularly with primary care clinical leadership and has direct oversight for primary care supervisors to ensure that site operations appropriately support high quality delivery of patient care. Ensures specific specialty priorities are met and that standard work is implemented as directed by central leadership. Represents the organization in local community.

GENERAL DUTIES AND RESPONSIBILITIES

The major tasks, duties and responsibilities of the job.

Site Operations

• Address patient complaints and safety events of an administrative or operational nature
• Creates community. Leads Supervisor/Management meetings for building. Rounds daily within site as whole, checks in with all staff and clinicians. Supports/backs up other leaders in the building including clinical nurse managers and supervisors.
• Responsible for site communication for building wide concerns- e.g. weather closing, emergency management etc.
• Responsible for space planning and allocation at site. Ensures all services at a site are level loaded. Works collaboratively with Real Estate team on problem solving across service lines. Manages communication around all in-coming and out-going providers, specialties, and programs.
• Oversees DPH compliance and safety issues.
• Manages community relations and reports on local health care market.
• Works collaboratively with leaders in Specialties, Patient Financial Services, Building Services and Ancillaries departments. Acts as an on-site presence to support regional and central leaders of these departments.
• Implements site orientation for all providers and staff at assigned site(s).

Primary Care Service Line Operations

• Manages and organizes primary care site leadership team agendas and meetings. Communicates and ensures progress is made on achieving service line priorities.
• Understand all workflows and standard work in primary care specialties.
• Responsible for cascading central communication to primary care providers and staff.
• Leads and participates in service line and specialty specific committees.
• Accountable for specialty performance and active problem solver for when issues arise.

Financial Performance and Key Performance Indicators

• Owns and manages budget process for primary care specialties and site operations.
• For Primary Care, tracks encounters by provider by week and month, comfortable speaking to minimum expectations and reinforcing those expectations, able to support clinicians and problem solve around those who aren't at expectations.
• Works with clinical leadership to monitor and improve access for both existing and new patients. Tracks opening and closing of panels.
• Manages variance reporting for assigned budgets.
• Manages IT/clinical equipment replacement including capital equipment requests.
• Responsible for key indicators of Primary Care performance. Analyze and inform leadership on key indicators. Maintains dashboard of key indicators. Ensures MDI boards are used to align on and move priorities.
• Monitors and understands key performance indicators of practice health. Can present any of these items to group of clinicians and staff in an easy-to-understand way, can connect the work done at the site to these measures, can connect that to L0 and L1 Hoshin work. Maintains a variety of trackers at the site level for easy presentation to triad and other team members

SUPERVISORY RESPONSIBILITIES

• Has responsibility for all clinical operations staff either directly or through allocated supervisors. Number of supervisors is based on number of employed primary care specialties staff at site.
• Works in partnership with the site based clinical leadership, and collaborates effectively with other site administrators, site and specialty directors, and directors of ancillary and corporate functions.
• Collaborates with local human resources on routine Human Resources issues; hires new staff; addresses employee relations issues consistent with the organization’s policy; ensures that all site staff members receive appropriate orientation and training; and ensures that company policies and procedures, state and federal laws, and union guidelines are followed within the practice.
• Participates in hiring of provider staff in conjunction with clinical leadership.
• Assesses primary care staffing needs across all departments within a site and is responsible for reallocating staff within the site to address immediate, short-term staffing problems.
• Performs other duties as assigned.

EDUCATION/LICENSES/CERTIFICATIONS

Bachelors’ degree (or equivalent education, training or experience) in an appropriate discipline required. Masters’ degree in business administration, public health or health care preferred.

EXPERIENCE

At least 7 - 10 years’ of professional level healthcare operational medical services experience in progressively responsible roles, including at least 3 to 5 years’ at the management level in clinical operations, preferably in an outpatient multi-specialty medical group practice environment. A track record of achieving results in a rapidly changing environment and experience managing in an organization with both direct and indirect reporting relationships is preferred.

SKILLS

Requires a high degree of judgment, initiative, leadership, and demonstrated ability in financial management, negotiations, communication, and interpersonal skills.

Job: *Supervisors/Managers/Directors

Organization: *Internal Medicine

Title: Primary Care and Site Administrator II - FT - Plymouth

Location: Plymouth MA

Requisition ID: 123353