Job Information
Northern Light Health Mgr- Admin Physician Practices in South Portland, Maine
Northern Light Mercy Hospital
Department: Primary Care - South Portland
Position is located: Mercy Primary Care South
Work Type: Full Time
Hours Per Week: 40.00
Work Schedule: Variable
Summary:
The Administrative Manager is responsible for operational, financial, and strategic management of his or her practice and is required to exercise a high degree of independent judgment and creativity to identify opportunities, analyze data, execute on initiatives, and generate solutions to meet programmatic goals. Responsibilities include business planning, budgeting, facilitating provider relations, and identifying strategic market opportunities. Oversees the practice budget, personnel, provider relationships, patient satisfaction, mission integration, safety & quality improvement, and employee engagement/satisfaction.
The incumbent performs duties in accordance with performance standards. The incumbent may have access to highly confidential patient, employee, and Mercy proprietary information, and must handle and protect the information in accordance with hospital and system policies, HIPAA requirements, and the highest level of ethical standards. The incumbent is responsible for reporting all security events, potential events, and other security risks to the organization. The incumbent is accountable for employee safety and will attend safety and loss-control training, engage in injury prevention, perform accident and injury investigations including conducting root cause analysis, and assist in returning employees to regular duty. The incumbent is responsible for participating in and completing all patient safety initiatives appropriate to the position and conducts all job responsibilities according to the Mission and Values of Mercy Hospital.
Responsibilities:
Corporate Compliance
Communicates and enforces the system-wide Corporate Compliance program for Northern Light Health.
Reports any potential or real ethical, legal or regulatory violations to the Corporate Compliance Officer.
Encourages staff to report Corporate Compliance issues either directly or through the Northern Light Health Compliance Line.
Assists with investigations into alleged violations, and the development and implementation of disciplinary and/or corrective action, as indicated.
Continually assesses the department for compliance with all federal, state, local and other regulatory (The Joint Commission, OSHA, CMS etc.) requirements, as well as practice specific accreditation requirements.
Completes annual staff training and ensures staff completion.
Operations Management
Exercises leadership style that fosters collaboration, cooperation, and team building and demonstrates problem solving abilities with measurable improvement in process or results.
Allocates and delegates work effectively and sets priorities with realistically achievable goals.
Coordinates office assignments and duties so as to achieve a consistently positive workload outcome and set priorities with realistically achievable goals.
Supports staff in their duties during peak times or during absenteeism.
Develops and maintains all practice-based policies and procedures in accordance with federal and state regulations, accrediting bodies and hospital policies.
Evaluates, plans, and coordinates changes in communication systems, information systems, and patient scheduling, registration and billing systems, collaborating with other hospital departments as appropriate.
Able to receive and offer constructive feedback for problem resolution.
Coordinates equipment, environmental services, and facilities problem resolution with appropriate hospital department and ensures on-going cleanliness of entire practice space.
Works closely with the marketing & communications department for practice outreach and promotional opportunities.
Ensures a safe work environment, adequate supplies, and appropriate resource utilization for the practice.
Provides a continuous assessment of all practice operations to identify and implement performance improvement opportunities.
Establishes appropriate working relationships with equipment and service vendors and ensures strong performance in supply chain management.
Maintains collaborative relationships with other clinical and non-clinical staff and leaders.
Keeps up to date with changes in technology, IS, and treatment modalities as they relate to services of the practice.
Ensures that information system performance issues are documented and reported.
Maintains and sets expectation for professionalism, confidentiality, and high degree of work ethic and integrity.
Facilitates ongoing strategic program development and improvement.
Evaluates, assesses, and executes practice growth opportunities in partnership with the providers in the practice and MMG administration.
Ensures an integrated and coordinated approach to a successful and patient-centered practice through internal and external collegial relationships and partnerships.
Personnel & Performance Management
Recruiting, onboarding, and training of new personnel.
Trains and cross-trains staff in all duties required to operate an efficient practice.
Manages staff and providers' schedules.
Motivates and empowers staff to achieve results.
Manages payroll system for the practice in a timely and accurate manner.
Ensures that all required staff credentials are maintained and up to date.
Conducts regular staff and 1:1 meetings and daily huddles to foster communication between employees.
Takes responsibility for identifying own learning needs and seeks opportunities to further own professional growth.
Demonstrates a commitment to professionalism which is reflected in his/her leadership skills, and the planning and support for the professional growth in the clinic's staff.
Incorporates the organizational mission and goals into yearly written operating goals and objectives for their unit(s) and reviews the yearly goals with their director.
Completes and administers employee performance and salary reviews in a timely, fair, and consistent manner. Conducts performance evaluation conferences that are instructive and informative and promote interactive communication and participation.
Provides positive and constructive feedback to staff on an ongoing basis.
Evaluates the competency of staff and addresses defined learning needs.
Assesses leadership development needs of leads and plans with them to enhance and develop their management/leadership skills.
Sets challenging goals for staff development, assigning clear responsibilities and accountabilities, and inspiring work efforts through personal example.
Demonstrates a willingness to accept feedback from subordinates, peers, and supervisors, and to adjust and or improve performance or behavior; absent of defensiveness.
Participative Management
Exercises leadership style that promotes collaboration, consensus, and cooperation among the staff and all areas of clinical services.
Encourages staff at all levels to contribute ideas that will improve the operational performance.
Conducts monthly staff meetings for the timely exchange of information at the department level, and to encourage staff participation in identifying and solving workplace problems, concerns, or issues.
May participate, at the request of the Director, on multi-disciplinary committees internal and external to the organization.
Exercises patience and control, especially in difficult or stressful situations. Resolves conflict, or assists other staff members to resolve conflict, in a creative, effective, and timely manner.
Serves as a role model in promoting positive customer relations and sensitivity to the needs and concerns of various customers (patients, families, staff, physicians, and the community).
Effectively handles, (or works with staff to handle), situations involving customer complaints or policy non-compliance.
Meets regularly with staff to discuss unit issues and plans for manageable and mutually agreeable distribution of the unit's management workload.
Works closely with Human Resources to fill unit vacancies at all staff levels in a timely manner. Participates in the interview process of new hires to the unit.
Quality Management
Implements an effective, continuous quality improvement plan to measure, assess, and improve the quality of care.
Provides direction to staff maintaining compliance with regulations and legislation affecting the units' delivery of patient care and overall operations.
Balances creativity and risk taking with practicality and accountability for achieving quality outcomes.
Supports multi-disciplinary quality initiatives.
Supports the planning and implementation of education to meet all licensing and regulatory requirements, as well as clinic staff competency requirements.
Financial Management
Works with Providers, Staff, and Director to set annual WRVU/revenue and expense budgets, adheres to departmental annual expense budget, reports variances monthly, and sets action plans to address variances.
Oversight of daily collections and petty cash reconciliation.
Manages staff within budgetary constraints using staffing plan and appropriately qualified employees.
Plays active role in monitoring reimbursement changes that impact the practice and recommends any necessary actions to maximize program financial results.
Responsible for overall P&L and budget attainment for practice.
Change Management
Leads initiatives to effectively support the practice's business strategy.
Serves as a role model of the change expected from others.
Identifies opportunity for improvement to support strategy and executes.
Professional Development
Provides appropriate training and develops leadership and other essential skills in self and others.
Actively involved in state and national associations to stay abreast of issues.
Serves as a role model for professional leadership.
Demonstrates an acceptance and ability to coach, counsel, motivate, and direct regarding job performance and work behavior.
Demonstrates proficiency in business planning and strategic program development.
Other Duties as Assigned
Other Information:
Competencies and Skills
Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
Electronic medical record software.
Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.
Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.
Develops Self and Others:Takes responsibility for engaging in professional self-development activities and programs. Strives to gain insight into their own values, strengths and weaknesses, interests and ambitions and takes action in order to enhance competencies and skills when possible. As a leader, encourages and guides employees towards growth opportunities to enhance performance and help them reach goals. Reviews and analyzes employees' strengths and weaknesses to distinguish their talents and development needs, and to ensure they are enhanced appropriately.
Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully.
Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
Influences and Inspires: Builds enthusiasm and commitment among others to move in a desired direction and models it personally. Creates a compelling vision of success that motivates workplace initiative and energizes others to follow. Provides direction and guidance to encourage cooperation between team members in order to attain an objective. Has the ability to appropriately influence others' actions and decisions with and without express authority.
Human Capital, Supply Chain and Financial Software.
Spreadsheet application with the ability to use calculations, formulas, graphing tools, pivot tables, and a macro programming.
Word processing, spreadsheets, data entry, database experience and other computer related skills.
Email application with the ability to manage email as well as calendars, managing tasks and contacts, note taking, journaling, and web browsing.
Presentation software with the ability to create presentations with the ability to incorporate animation, audio, video, time delays, as well as designing themes and variants with animations and effects.
MS Teams
Word process application with the ability to create and edit documents, format, use tables, apply footnoting, create table of contents and mail merge techniques.
OneNote
Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
Promotes Health and Safety: Promotes a healthy and safe environment for patients, employees and visitors. Advocates and models healthy physical and mental health behaviors even in challenging circumstances. Sets high quality standards and strives for continuous improvement and quality assurance by reporting and encouraging others to report near misses and safety issues.
Resolves Conflict: Promptly acts to find alternatives/solutions when team members disagree. Addresses issues in a direct, honest, and appropriate manner. Handles conflicting interests diplomatically and helps to solve them. Transforms difficult situations into teachable moments using respect and accountability .
Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.
Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.
Zoom
Education
- Required Bachelor's Degree
Required Experience
1 year/years of Leadership Experience
3 year/years of Relevant Work Experience
Working Conditions
Potential exposure to noise levels being uncomfortable.
Potential exposure to noxious odors.
Potential exposure to very hot or cold temperatures.
Work with computers, typing, reading or writing.
Lifting, moving and loading less than 20 pounds.
Potential exposure to abusive and/or aggressive people.
Potential exposure to diseases or infections.
Potential exposure to hazardous materials.
Work beyond the regularly scheduled hours.
Prolonged periods of sitting.
Position Mgr- Admin Physician PracticesLocation Req ID null