GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Administrative Manager is a hands-on leader, facilitator, resource and coach. The Administrative Manager supports the operations, policies, and initiatives of the ambulatory practice of the Reproductive Endocrinology and Infertility (REI) division, and the MGH. Receiving general direction from the Department of OB/GYN Senior Administrative Director, the Administrative Manager oversees the operations of the REI Division.

REI as a specialty is experiencing rapid and unprecedented growth as an industry. As a result, the Administrative Manager will have abundant opportunities to be exposed to new challenges to keep their skills sharp and work engaging. Working collaboratively as a key member of the leadership team of the division, the Administrative Manager will recommend, make, and implement varying degrees of mission critical decisions.

The Administrative Manager oversees and supports operations of the division with a view towards enhancing patient care, patient satisfaction, quality & safety, staff development & effectiveness, workflow efficiency, innovation, and programmatic growth. The Administrative Manager supervises clinical support staff and is a general resource for the physicians and other members of the clinical care team as well as colleagues throughout the department of OB/GYN and the MGH. The Administrative Manager draws on in-depth understanding of healthcare administration and displays a high degree of initiative and independent judgment.

The Administrative Manager continually assesses, develops, and oversees a wide range of ongoing initiatives, including general operations management, patient access, customer service, project management, process improvement, financial management, and more broadly assist the Senior Administrative Director and OB/GYN Leadership in meeting strategic goals. The role requires significant discretion, the ability to organize multiple and sometimes competing priorities, exceptional follow through skills, and the capacity to supervise and mentor staff in complex and varied roles.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Responsible for directing, supervising and coordinating staff and operations of the practice in order to provide quality, cost-effective care.

Actively manages daily operations of the practice and coordinates work activities and payroll of all non-clinical staff.

Collaboratively work with onsite Practice Managers to ensure office space, supplies, equipment, and assistance are provided and maintained appropriately for medical staff and patient care.

Serve as key liaison between MGB REI divisions to facilitate efficient communication and consistent, on brand, patient experience.

Oversee appointment status reconciliation, referral management, prior authorization, charge entry completion, and order management.

Analyze billing lag and process adherence reports, and reconcile missing charges.

Ensure insurance eligibility, registration, referral, admissions, and clinical research billing best practices.

Identify opportunities to expedite billing & revenue processes.

Facilitate resolution of billing issues/questions.

Form collaborative relationship with nursing manager to evaluate and recommend efficient staffing model for both clinical and non-clinical staff.

Facilitating, encouraging, and participating in quality improvement efforts alongside team members and patients; includes collaborating with department leadership, creating quality improvement processes and developing appropriate meeting structure.

Communicates clearly and effectively with team members and stakeholders to ensure forward progress of the practice goals; includes making recommendations during regular department meetings and providing written business reports as requested.

Participates in business development projects: includes recommending/coordinating outreach activities, allocating resources effectively, and creating budget recommendations.

Establishes processes that provide the team flexibility to provide patient care as effectively as possible; includes working with practice leadership to develop schedules that allow for patient flow, identifying needed resources, maintain appropriate staffing levels and hiring staff as required.

Fosters a positive environment and provides actionable feedback to staff; includes timely completion of annual performance reviews, teaching and coaching staff as needed.

Evaluates, develops and implements administrative systems and procedures designed to maximize administrative efficiencies; includes implementing new technologies that support the department.

Supports professional development amongst staff; includes coordinating educational training sessions within the department, encouraging participation in hospital wide training and external training opportunities.

Organizes and supervises mandatory training defined by the hospital (e.g. JC, DPH, HIPAA).

Creates positive professional relationships with other leaders in the organization; includes attending department wide leadership meetings, participating in organization-wide committee's and networking with leaders across the system.

Monitors patient billing activity to ensure compliance with revenue procedures. Supervises the Front Desk staff to monitor compliance with PACE Best Practice policies; collaborates with the PO or GH Revenue Control to monitor patient billing activity throughout the Revenue Cycle.

The Administrative Manager contributes to the development of departmental policies, programs, and procedures to meet the goals of the Division and institution.

The Administrative Manager provides cross-coverage to manage staffing and/or operational issues for other OB/GYN service lines, practice, and labs, as necessary.

The Administrative Manager participates in space planning, process improvement, and special projects, as assigned.

QUALIFICATIONS:

Bachelor's degree required, master's degree preferred.

Minimum 3 years of supervisory experience.

Minimum of 5-7 years of healthcare experience.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

Strong communications, interpersonal and leadership abilities

Ability to provide support, direction and development to staff

Effective analytical skills

Ability to make decisions quickly and independently, and take appropriate initiative

Knowledge of financial analysis

Knowledge of insurance plans and coverage

High level of trust and reliability

Strong sense of fairness in dealing with personnel at all organizational levels

SUPERVISORY RESPONSIBILITY:

Directly supervises division support staff.

FISCAL RESPONSIBILITY:

Review "Expense Management" and "Revenue Cycle Management" under Principle Duties and Responsibilities.

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.