Job Description

Directs all managerial aspects of the Division of Breast Surgery within the Department of Surgery. Responsible for clinic and patient care delivery system activities of the Division. This also includes administrative, financial and research management, ambulatory and clinical operations, human resource management, quality assurance and resource allocation.

Division Statistics

Faculty:                                                  11

Professional Staff:                                10 (8 PAs, 1 RN & 1NP)

Clinical Fellows:                                    2

Support Staff:                                       18 (5 administrative assistants, 2 project coordinators, 1 patient navigator, 1 practice manager, 2 practice assistants, 1 MA, 1 co-op student, 1 research manager, 4 research assistants)

Practice Locations:                              5 (BWH, DFCI – Longwood, DFCI – Chestnut Hill, South Shore Hospital, Faulkner Hospital)

Surgical/Procedural Cases  FY17:       2,391

Clinic Visits FY20:                                  13,110

PRINCIPAL DUTIES AND RESPONSIBILITIES

Clinical and Administrative Operations

1. Provide oversight to outpatient clinical operations.  Provide support to outpatient clinic staff, including Practice Manager on staffing, budgeting and logistical issues.  Work with clinic staff to provide an environment conducive to positive customer service.
2. Prepare annual budgets for the Division.  Manage and provide oversight on divisional expenses and identify budget variances.  Prepare and present plan to address budget variances to physician leadership.
3. Responsible for oversight of the Division’s revenue cycle management process.  Will work with the MGB Central Professional Billing Office (CPBO) to ensure that the Division’s billing is completed timely and accurately.  Run and analyze POLR reports monthly and identify any trends necessitating follow-up action.  Actively engage in the billing process by communicating with divisional staff and the CPBO to facilitate consistent and ongoing improvement.
4.  Manage all day-to-day operational activities including resolution of personnel and delivery system problems.  Develop and implement resolutions of complex problems between support staff within the Divisions.  Monitors general department morale and job satisfaction.  Troubleshoots potential problems and grievances.
5. In conjunction with BWH programs and initiatives, stress and focus on customer service to future enhance the patient experience.  Provide employees with training and regular feedback to embrace customer service principals.
6. Represent the Division internally and externally at meetings, conferences, etc.  Relay all necessary hospital and foundation correspondence to appropriate people within and outside the division.  Serve as a resource to both physicians and staff regarding hospital policy and practice management issues.  Refer matters to others as action items when appropriate.
7. Assist with managed care, global fees, other insurance and referral contracting activities and works collaboratively with Executive Administrator and Billing and Compliance Manager.
8. Facilitate and lead the Division business and strategic planning process.  Identify business opportunities and collaborate with all shareholders to prepare and implement the business planning process.
9. Meet regularly with supervisory staff and physicians to plan and regularly review succession planning for all administrative and clinical support staff positions in the Division to ensure effective and efficient transitions for all positions.
10. Collaborate with the DoS Senior Director of Operations and Division Chief in the planning, allocation, negotiation and operation of administrative and clinical space, which constitutes locations on and off campus.  This involves coordinating the divisions planning process, analyzing utilization and needs assessments, addressing safety and security issues, researching and making recommendations for procuring equipment, determining timetables, monitoring the new construction/renovation processes and support staff hiring.  Develops protocols for hiring staff, which includes standard level training and appropriate orientations.
11. Management of all information systems needs for the Division.  Provide and facilitate training for all staff and faculty.
12. Responsible for quality assurance which includes compliance with all quality standards and guidelines for clinical research operations and ensuring that the Division is in compliance with Joint Commission, federal and state guidelines.
13. Collaborate with the Division Chief in the development of short- and long-range planning for Division, including satellite locations.
14. Manage the oversight and monitoring of the purchasing of supplies and equipment within the Division, including cost-containment measures.

Financial Management

1. Manage, along with Division Chief, office income and expense budgets and on maximizing income and decreasing costs.  Management of these funds includes analysis of financial reports for viewing by physicians and development and implementation of strategies to maintain/improve performance.
2. Ensure the accuracy and timeliness of the professional billing of surgical services (ambulatory, procedures, and inpatient services), including demographic and insurance information.
3. Oversee monthly activity reports and reviews executive summaries with the Division Chief.  This includes projections and recommendations on how to maximize growth, budget and financial comparisons, variance explanations, and monthly accounts receivable/reimbursement analysis and management.
4. Conduct financial and operational forecasting and modeling for existing and new programs and services.
5. Conduct periodic review of Division’s financial status, which includes review and development of proposals and plans for new programs, financial impact studies for both the hospital and practice.
6. Identify cost reduction opportunities and revenue enhancement opportunities within the practice.  Authorizes operational expenditures of funds from BWPO/BWH accounts for the division.
7. Act as liaison to BWPO/Surgery and Central Professional Billing Office (CPBO) staff on any referral/billing issues and establish audit systems to develop and tracking processes.
8. Ensure activities involving non-professional payroll are completed for employees in the Division, which includes mandatory training on KRONOS timekeeping systems.

Strategic Planning and Program Development

1. Collaborate with Executive Administrator, Division Chief, and BWH Vice Presidents in developing strategic and long-range plans for the Division, which includes market and trend analysis, planning, systems development, and on-going monitoring.
2. Collaborate with the Division Chief on the start-up of off-site surgical practices (i.e., South Shore Hospital, Foxboro and regional ambulatory sites) by providing consultative review of financial analyses and operational plan.
3. Periodically conduct systematic markets and service analysis for the Division and develop reporting mechanisms, strategic responses and other appropriate interventions based on findings.
4. Actively participate in practice development with the Division Chief and each surgeon within the Division, which includes conducting meetings with managed care providers, community hospitals, primary care providers, and any other patient distribution channel.

Research Management

1. Responsible for quality assurance which includes compliance with all quality standards and guidelines for clinical research operations and ensuring that the Division is in compliance with Joint Commission, federal and state guidelines.
2. Oversight and management of all research staff within the division, including but not limited to research assistants, lab managers and clinical research assistants.
3. In conjunction with the Administrative Director for Research Administration and the DOS grants management team, manage all funds supporting research for the division

REPORTING RELATIONSHIPS

1. Directly reports to the Division Chief and Executive Administrator for the Department of Surgery.
2. Interacts extensively with BWPO/Surgery, BWH ambulatory services and BWH Administration.

Qualifications – External

QUALIFICATIONS

1. Bachelors Degree required, preferably in Business, Public or Health Management or, the Sciences, and a minimum of five (5) years of management in a healthcare environment.  Masters strongly preferred.
2. Knowledge of office operations in the patient care setting.
3. Knowledge of hospital and private practice billing functions and procedures.

MINIMUM SKILLS AND KNOWLEDGE REQUIREMENTS

A thorough knowledge of:

1. Staffing and administrative systems
2. Organizational and management theory and practice
3. Patient access processes (i.e., admitting, pre-operative, registration)
4. Information systems
5. Budget management
6. Strategic planning and implementation

1. Requires ability to work effectively with physician, nursing, administrative and ancillary staff.

1. Requires ability to handle politically and financially sensitive issues, anticipates problems and issues, build and gain consensus, lead and work with multidisciplinary teams, and effectively communicate strategies, plans and financial results.

1. Strong communications and organizational skills.

1. Ability to focus detailed, concentrated effort to multiple projects and re-establish priorities as necessary.

1. Ability to effectively respond to time sensitive issues.

1. Demonstrated ability to manage a busy office environment within the context of a large medical center and health care delivery system.

1. A high degree of social facility in obtaining cooperation and support from a broad range of people.

1. Initiative and ability to work independently.

SUPERVISORY RESPONSIBILITY:

Supervise approximately 25 full-time equivalents through a collaboration of direct/indirect supervision.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

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