The Administrative Manager Associate for the University of Michigan Health Center for Reproductive Medicine at Bloomfield Hills to the Associate Chief Operating Officer for Ambulatory Care Services, and partners with the Medical Director and the Nurse Supervisor for overall performance and management of the Ambulatory Care Unit.
This position has dedicated effort to provide administrative leadership and operations management to the clinic, which is a moderately sized, complex outpatient clinic. Additionally, dedicated effort will be provided to guide, implement and support service line operational initiatives at Michigan Medicine and other staff support, as needed.
Essential Functions
- Care Delivery
- Implementation of clinical care model, guidelines, and standards of care at clinic level
- Implementation of provider deployment
- Identification of non-provider staff complement at the clinic.
- Review visit/productivity data to identify potential revisions to the staffing model.
- Oversee and regularly analyze clinic workflow optimization including referral management, scheduling, check-in/out, medical assistant workflow, staff interface with providers, check-out, and other patient facing activities in the clinic.
- Pilot new care models to support institutional goals in striving to achieve value-based care delivery to populations.
- ACU Operations
- Supervision and direction given to operational administrative and non-nursing clinical staff and engagement in their professional development.
- Oversees the day-to-day operations of the clinic.
- Ensures regulatory compliance with CMS, JC, CLIA, FDA, and other regulatory agencies as applicable.
- Leads onboarding of new providers and support staff for the clinic.
- Handles hiring/discipline and termination of non-nursing clinical support and administrative staff in their respective clinic.
- Evaluates clinical support and administrative staff in collaboration with the local leadership team.
- Provides feedback on operational issues involving providers in the clinic.
- Manages routine clinic operations.
- Provides feedback/supervision/support/performance evaluation of assigned clinic staff.
- Develop and oversee efforts to recognize and incentivize staff excellence.
- Identify opportunities for quality improvement, and carry forward quality improvement, in all areas of clinic operations.
- Collaboration with Centralized Support Services
- Collaborate with IT for required support services at the clinic level.
- Works regularly with support services functions to ensure operational goals are met.
- Space Management
- Monitor and allocate space utilization within the clinic.
- Identify improvements for ambulatory facilities, including construction or renovation of structures and purchase of major equipment.
- Patient Care
- Develop and oversee policies to ensure patient satisfaction including analysis of patient and family feedback and corresponding action plan development and implementation.
- Address and follow-through with patient/family feedback and complaints including implementation and ongoing evaluation of appropriate process improvements.
- Oversee policies to ensure safety within the clinic (including physical structure, staff emergency readiness, etc.)
- Collaborate with the Medical Director, Lab Manager, and Nurse Supervisor to review incident reports and ensure appropriate follow-up.
- Collaborate with the Medical Director to establish and enforce clinic provider on-boarding policies (ensure adequacy of resources including rooms, schedule and staff including proper orientation to clinic)
- Clinical Performance
- Establish performance goals with clinic in alignment with strategic priorities and goals.
- Partner with the Medical Director to ensure clinical provider scheduling is consistent with Ambulatory Care Services operational principles.
- Resolves clinical and operational problems at the clinic level.
- Operational and Financial Performance
- Communicate performance metrics regularly to provider and staff in the clinic.
- Monitor operational and financial performance metrics at the clinic level.
- In collaboration with triad leadership, establish clinic level financial plan for upcoming year.
- Prepare, monitor, and manage billing and other fiscal activities including the monitoring of charges and collections, and initiate corrective action where needed.
- Core Responsibilities
- Regularly review clinic processes to ensure on-going compliance with institutional goals, objectives, policies, standards, and guidelines.
- Evaluates supporting function operations, identifying areas for improvement.
- Identify, communicate, share, and present operational, performance, and financial metrics and best practices to providers, staff, and leadership.
- Represent Ambulatory Care Services on committees.
- Attend and provide leadership within the clinic leadership and site leadership meetings.
- Foster collaborative environment by nurturing team-based care in a positive collegial and professional manner
- Develop and communicate interpretation of Michigan Medicine and Ambulatory Care Services policies to staff, faculty, and outside agencies/groups as needed.
- Participate actively and provide data, action planning and other administrative leadership to the weekly and monthly meetings.
- Engage operations oversight role over additional clinics to support effective service line engagement across the enterprise.
- Assist and provide support to the Laboratory team as well as back up Laboratory Manager when they are out of the office.
- Other duties as assigned.
- Bachelor's degree and experience staffing a medical office environment and/or Laboratory setting.
- Prior leadership experience in a medical office environment or other healthcare setting
- Demonstrated ability to facilitate teamwork necessary to leverage day-to-day operations.
- Demonstrated effective communication, interpersonal, and conflict management skills.
- Demonstrated skill in change management.
- Knowledge of the University of Michigan Health-Michigan Medicine policies and procedures.
- Full-Time Monday through Friday, days, and accessible on holidays and weekends
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