Sr. Administrative Manager (DOM Gastroenterology)

Sr. Administrative Manager (DOM Gastroenterology)

The Department of Medicine is seeking a Sr. Administrative Manager who will work under the direction of the Division Administrator and division Clinical Directors. This role is responsible for the leadership, coordination, planning, organization and evaluation of clinical practice areas within the Division of Gastroenterology and Hepatology. The Sr. Administrative Manager will have oversight of all ambulatory outpatient clinics and procedural units and develop, implement and manage policies, procedures and programs in alignment with the division's clinical mission. This individual will be responsible for ensuring safe and effective patient care across the division. The Sr. Administrative Manager will design, manage and evaluate the systems through which patient care is delivered, and maintain an efficient and cost-effective environment conducive to quality patient care. The position has an indirect reporting relationship to the Director of Ambulatory Operations for the Department of Medicine.

Specific Duties & Responsibilities

• In collaboration with the Clinical Directors will ensure the delivery and development of clinical initiatives at all ambulatory locations.
• Serve as project manager for the launch of new clinical programs ensuring timely completion, quality and safety, and fiscal management.
• Work with the Clinical Directors, Nurse Supervisors and clinical support staff managers to create and implement policies and procedures for clinical practices including workflows for ambulatory clinics, nursing support and clinical support staff.
• Work with the Division Administrator, Division Chief, and Clinical Directors to ensure smooth operation of the division and ambulatory sites.
• Provide direct supervision of program coordinators and clinical managers/supervisors across the division at multiple ambulatory sites.

Provide oversight for clinic managers/supervisors and program coordinators including the following,

• Perform routine assessments of the Medical Assistants and provide education and training as needed.
• Partner with the Nurse Manager to ensure appropriate documentation is completed for services provided to patients (e.g., completion of vital signs, patient intake, administration of medications, vaccinations, patient education, etc.)
• Ensure that staff complete annual updates and competency assessments.
• Serve as chair of clinical operational meetings to ensure regular monitoring of key metrics, implementation of required interventions to improve patient care, and communication of policies and procedures and/or key decisions to stakeholders.
• Lead weekly clinic huddle with clinic leadership for all GI ambulatory sites.
• Assist in the coordination of division communication including oversight of communication tools, division resources and dissemination of information.

Define and maintain patient care and clinical practice standards for the division by doing the following

• Maintain current knowledge of Johns Hopkins Hospital patient care protocols and procedures that apply to ambulatory clinic practices.
• Monitor relevant updates to the Hopkins Policy & Document Library

Develop and maintain a quality and performance improvement plan for clinical care by doing the following,

• Continuously evaluate clinical support services including clinic staffing, nursing support and administrative support for faculty.
• Review Press Ganey patient satisfaction scores and identify interventions for improvement in conjunction with clinic managers/supervisors
• Identify barriers to the delivery of care and make recommendations to address interdepartmental or administrative issues.
• Implement methods to improve the delivery and quality of care provided.
• Serve as the point person for Hopkins Event Reporting Online (HERO) and regularly reviews events with Clinical Directors and the teams impacted by reported safety issues.
• Act as the primary liaison for patient complaints and collaborate with the Clinical Directors to ensure timely review, tracking, and resolution of concerns.
• Participate in the review of data in all systems (e.g. PQRS, HEDIS, HCAPHS, LOS) and other population health metrics that impact care delivery models.
• Monitor clinical schedules and referral work queues.
• Partner with stakeholders to ensure patients are scheduled within an appropriate timeframe and provider schedules are full.
• Lead regular review of financial clearance for endoscopy procedures
• Ensure that ambulatory clinic leads remain in compliance with regulatory standards.
• Ensure optimization of clinic and endoscopy templates, scheduling and utilization metrics and make recommendations to increase patient access and overall volume in conjunction with the Clinical Directors.
• Organize monthly review of ambulatory budgets in conjunction with the clinical and financial managers.
• Maintain current knowledge of Epic and ensure updates and changes are communicated across the division.
• Work with the Clinical Directors to ensure usage of Epic functionality to maximize efficiency and enhance patient care.
• Regularly assess the clinical workflows for clinic support staff and faculty to ensure appropriate documentation in the electronic medical record.
• Enhance patient education to increase clinical outcomes, divisional efficiency and improve the patient experience.
• Identify needs for patient populations and implement necessary interventions in conjunction with the Nurse Supervisor and GI sub-section Directors.
• Ensure infusion centers are compliant with institutional protocols and deliver safe infusion services while maintaining profitability in conjunction with the Nurse Manager and GI Finance Manager.
• Provide oversight of ancillary GI Services in the motility laboratories in conjunction with the Nurse Supervisor to deliver safe motility testing while maintaining profitability of those centers.
• Work with partners across the health system to identify patient needs for GI care and implement initiatives to improve access and communication.
• Serve as primary liaison with Patient Access Services for GI Ambulatory and Endoscopy.
• Collaborate with the Nurse Manager to review and streamline services for international and VIP patient care requests within the division.

Minimum Qualifications

• Bachelor's Degree in Finance, Accounting, Business or related field.
• Five years of progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a center or unit within an academic, research, academic medicine, or comparable environment, e.g., planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.
• Supervisory experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master's Degree in a related field.