Associate Director Clinical Operations - Department of Medicine - Multispecialty Clinics

Position Summary
Position directs and coordinates operations in support of clinical operations leadership to ensure seamless integration of clinical activities through planning, developing, organizing and implementing medical services and management systems that support the successful operations and promote the fiscal integrity of the organization.

Job Description

Primary Duties & Responsibilities

Administration

• In cooperation with the Clinical Operations Director, provides administrative support for managers and supervisors.
• Coordinates with business and clinical operations leadership, as well as billing manager and nurse managers regarding issues involving physicians and physician teams relating to clinic operations.
• Tracks and provides management with key operating, performance, budgetary and forecasting metrics in regard to operations. Coordinates patient care services with department administrators, division administrators, the Faculty Practice Plan, other School of Medicine clinical departments and external organizations as needed.
• Secures and disseminates legal and reimbursement information to maintain compliance with changing legislation and regulations.

Planning

• Assists with the design and construction for current and future facilities with the Director of Clinical Operations, Division Chief, practicing physicians, the Director of Business Operations and Faculty Practice Plan and other clinical departments and management staff to provide quality medical services and clinical research support in an efficient, effective and safe manner. Assists with the implementation processes to accommodate patients with urgent medical needs on a same-day basis and patients with routine medical needs on a scheduled basis.
• Implements tactical and strategic planning processes to address changes in services and volume, including formulating recommendations for the Division Chief, Director of Business Operations and Director Clinical Operations in response to requests for changes in sessions, staffing and exam room utilization, as well as changes in activities and requirements.
• Coordinates clinic planning and implementation of physician staff changes as communicated by the Director of Business Operations and works with the Director to address physician performance and coordination concerns.

Organization

• Formulates, recommends, implements and evaluates policies and procedures required to optimize the ambulatory care activities with the approval of the Director Clinical Operations.
• Develops, monitors and administers quality improvement initiatives that address patient safety, risk management and provider satisfaction issues, including evaluating the role of technological advances.
• Analyzes and evaluates the effectiveness of clinical operations using new and established clinical practice and service standards and recommends needed changes to the Director Clinical Operations. Implements approved changes.
• Coordinates responses to patient complaints and patient satisfaction concerns with the Director Clinical Operations and Director of Business Operations.
• Participates in committees and work groups impacting operations. Ensures coordination of each clinic activities with the division-based activities of scheduling, registration, medical record management, pre-certification, charge capture, collection efforts and data capture for clinical operations.

Fiscal Responsibility

• Works with the Clinical Revenue Analyst, Director Clinical Operations and the Director of Business Operations, drafting the operating budget for ambulatory care activities and assists with projection of charges and expenses for budgeting purposes.
• Administers the operational budget through assignment of accountability to pertinent staff. Interprets the budget to staff, emphasizing the importance of economic resource utilization while maintaining quality service delivery, both medical and operational.
• Tracks routine and unusual expenses consistent with the allocation methodology approved by the division with the purpose of appropriately assigning costs to each cost center.
• Coordinates purchasing to ensure timely and adequate provision of materials required for the ambulatory care activities.
• Participates in the design and utilization of space to accommodate required ambulatory care and clinical research activities while conversing and making maximum use of existing resources. Designs a process to ensure early detection and/or prevention of threats that result in lost revenue or increased operational costs.
• Designs and implements processes in coordination with the billing manager, Director Clinical Operations and Director of Business Operations to facilitate timely and appropriate charge capture and to address complex billing issues. This includes appropriate billing of clinical research services to insurance and to clinical research sponsors/accounts.
• Oversees and encourages continuous process improvement, including the development of innovative and synergistic opportunities to enhance patient and staff safety, efficiency and effectiveness.

Human Resources

• Develops staffing plans which include qualifications, skills sets, staffing levels, performance standards and recruitment strategies for personnel to meet the current and future needs of the organization and with approval of the Director Clinical Operations.
• Prepares and updates job descriptions, competency assessment orientation, training and development programs.
• Participates in recruitment, hiring and retention of qualified staff. Oversees performance evaluations, competency assessment, employee engagement and discipline and reward systems.
• Recommends and/or assists in the design of incentive programs to maintain a high level of staff motivation, process improvement and job enrichment.

Preferred Qualifications

• Master’s degree in health service management or business administration.
• Experience in an academic medical setting.
• Exceptional organizational and communication skills (verbal and written).
• Attention to detail.
• Demonstrates ability to supervise and motivate people.
• Ability to prioritize and design mechanisms to monitor flow and quality of medical services.
• Ability to profile operational programs and present process, results and recommendations to decision-making bodies.
• Ability to organize and analyze complex data sets and financial information and then report conclusions and recommendations.
• Ability to function in new/emergent situations.

Required Qualifications

• Bachelor’s degree in healthcare management or a related field.
• Five years of experience in large multispecialty environment with knowledge of clinical service operations.
• Knowledge of medical record process and technology, procedure and diagnostic coding, billing, and third party contracting and reimbursement processes.
• REQUIRED LICENSURE/CERTIFICATION/REGISTRATION: Basic Life Support certification.

Grade
G15

Salary Range
$77,700.00 - $136,700.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected]  or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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