Departmental Business Administrator (El Dorado)

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Type of Position:
Management (Non-Classified)

Job Type:
Regular

Work Shift:

Sponsorship Available:

No

Institution Name:
University of Arkansas for Medical Sciences

The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving patient care and the lives of Arkansans.
 

UAMS offers amazing benefits and perks (available for benefits eligible positions only ):

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply link/button.

The University of Arkansas is an equal opportunity, affirmative action institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of age, race, color, national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, or sex (including pregnancy, sexual orientation, and gender identity). Federal law prohibits the University from discriminating on these bases. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University's Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.

At UAMS we value Diversity, Equity and Inclusion. Visit our website to learn more: https://ddei.uams.edu/

For general application assistance or if you have questions about a job posting, please contact Human Resources at [email protected] .

Department:
REP | South AR El Dorado Admin Support

Department's Website:

Summary of Job Duties:
*** This position is located in El Dorado, AR ***
The El Dorado Family Medical Center is seeking a highly motivated and experienced Departmental Business Administrator(DBA) to join our team. This position plays a vital role in facilitating the daily operations of our center, including registration, call center, medical records, patient portals, online/e-requests, EPIC work queues, and physician referrals. The successful candidate will be responsible for assisting with the testing, managing, and monitoring of workflows within UAMS electronic systems, ensuring maximum productivity. Additionally, they will assume the responsibilities of the Manager during the absence of the Administrative Director or Clinical Services Manager(CSM), educating staff on scheduling requirements, physician templates, payer requirements, and government rules and regulations required for compliance, registration, and customer service.
The DBA will also perform regular audits to ensure productivity, quality, and compliance, providing a report of findings and working with the administrative team to develop corrective action plans. Collaboration with the respective center's leadership team on items such as center workflows and patient processes to improve overall efficiency and patient satisfaction is essential in this position. If you are passionate about providing exceptional service and have the necessary skills to contribute to the success of our department, we encourage you to apply today.

Qualifications:

Minimum Qualifications:

• High School diplomas/equivalent and eight (8) years of administrative management experience.

Knowledge, Skills & Abilities:

• Strong organizational and communication skills
• Detail-oriented
• Experience working in a fast-paced healthcare environment
• Proficiency in healthcare electronic systems
• Familiarity with government rules and regulations related to registration and customer service

Preferred Qualifications:

• Master’s Degree in Business Administration or related field
• CHAA Certification
• Proficiency with SAP
• Prior management experience, especially in a Healthcare setting dealing with Front end and Revenue cycle functions

Additional Information:

Responsibilities:

• Supervisory: Supervises the Access/revenue cycle/scheduling/call center staff and functions in the clinic under the direction of the Administrative Director. Monitors activities and production daily and takes appropriate action to ensure staff consistently meets performance standards. Develops processes and is responsible for implementation of all registration processes to include demographic verification, insurance verification, and collection of copays. Ensures registration staff is educated and continuously training on scheduling protocols. Responsible for process development and training for all call center operators, ensuring they are aware of scheduling protocols and scheduled per those protocols. Oversees COVID-19 screening station and ensures adequate staffing. Ensures patients receive reminder calls for appointments and appointment recall. If center has the technology, tracks call volume by operator and reports to Administrative Director monthly. Has oversight of call center work queues. Oversight of back-office functions such as clinic deposits and financial reporting, patient refunds, patient accounts, hospital and nursing home billing, medical records, referrals, scanning, and importing. Ensures staff follows UAMS, and insurance carrier deadlines, relating to patient accounts and financial counseling. Responsible for oversight of daily scanning and importing, ensuring documents are imported within 48 hours of scanning; Oversight of medical records to ensure submission deadlines are met. Performs administrative duties such as interviews, screens, hires, trains, evaluates and counsels employees.  Reviews all revenue cycle data and metrics to ensure staff and center are meeting defined targets and goals and provides monthly reports to Administrative Director. Schedules monthly meeting with staff to discuss issues pertinent to their duties/responsibilities, and to provide the means for their professional development.  Implements and take corrective actions when necessary to improve performance. Ensures departmental and IMSL/REP vision 2029 goals are part of staff annual performance goals. Responsible for Employee Engagement of direct reports and any associated plans. Responsible for ensuring all access related patient care functions are managed and continued during downtime such as clinic shut down or inclement weather – ex. patient communication: email, phone calls, my chart or email communication, (general notifications, reminders, reschedules), communicate with UAMS support areas for access functions: Televox, pre-registration, communications dept, etc, and perform all necessary tasks to continue with any patient care need. Ensure staff have work from home agreements and staff are set up and trained to perform necessary tasks from home. Responsible for ensuring the team meets expectation for referral turnaround; call statistics, quality and customer service.  Provides detailed information to leadership for barriers to scheduling to help improve UAMS access.  Develops, implements, and maintains formalized training plans.  Serves as the main contact for access related patient complaints for their department.  Completes all research to resolve complaints, provides customer service recovery and completes root cause analysis when required. 
• Financial/Operational Management:The Departmental Business Administrator in conjunction/collaboration with Center Leadership and IMSL leaderships assist with the Financial and Operational activities surrounding the clinic. The BM should provide monthly reports and updates to the Sr. Admin Director, Center Leadership and IMSL and/or UAMS leadership as required. The BM is responsible for maintaining compliance and should immediately report any issues/concerns concerning rules and regulations of these programs to the appropriate leadership. Responsible for the staff benefits review and payroll of direct reports. May assist the Sr. Admin Director and IMSL Leadership with various financial and operations activities such as but not limited to the following: variance reporting, expense tracking, contract reviews and extensions, financial analyses on contracts, HR position business cases, and other financial analysis activities as assigned. 
• Customer Service:  Interacts with and assists the public in a professional and friendly manner as needed. Demonstrates effective communication skills; communicates accurate and complete information; maintains strict confidentiality when necessary. Demonstrates positive working relationships with co-workers, management team, and ancillary departments; follows the Core Concepts of Patient and Family Centered Care and the Basic Code of Conduct Guidelines, as well as UAMS institutional policies and procedures. Assist internal and external stakeholders as needed with exceptional customer service.
• Professional Development:  Attends required hours of training and/or in-services.  Attends staff meetings and participates in the orientation and/or training of new staff.  Participates in annual educational needs and assessments.  Maintains required job skills competencies and completes skills assessments annually.  Completes and maintains documentation of continuing education hours annually.

Note: This job description is intended to describe the general nature and level of work being performed by individuals assigned to this job title. It is not intended to be an exhaustive list of responsibilities, duties, and skills required.

Salary Information:

Commensurate with edu. and experience.

Required Documents to Apply:

List of three Professional References (name, email, business title), Resume

Optional Documents:

Proof of Veteran Status

Special Instructions to Applicants:

Recruitment Contact Information:

Please contact [email protected]  for any recruiting related questions.

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:
Annual TB Screening, Criminal Background Check, Substance Abuse Testing

This position is subject to pre-employment screening (criminal background, drug testing, and/or education verification). A criminal conviction or arrest pending adjudication alone shall not disqualify an applicant except as provided by law. Any criminal history will be evaluated in relationship to job responsibilities and business necessity.  The information obtained in these reports will be used in a confidential, non-discriminatory manner consistent with state and federal law. 

Constant Physical Activity:
Feeling, Grasping, Hearing, Manipulate items with fingers, including keyboarding, Repetitive Motion, Sitting, Standing, Talking, Walking

Frequent Physical Activity:
Kneeling, Lifting, Pulling, Pushing, Reaching, Stooping

Occasional Physical Activity:
Balancing, Climbing, Crawling, Crouching

Benefits Eligible:
Yes