Basic Function and Responsibilities:
The Administrative Manager Senior of Cancer / Radiation Oncology Ambulatory Care Units (ACU) reports to the Associate Chief Operating Officer of Ambulatory Care Services / University of Michigan Medical Group (UMMG), and partners with the Ambulatory Care Clinical Chiefs (ACCC), Medical Directors, Nurse Supervisors and Advanced Practice Provider (APP) Managers for overall performance and management of the ACUs.
This position has dedicated effort to provide administrative leadership and operations management to the Cancer / Radiation Oncology ACUs which are large, complex outpatient clinics. Additionally, dedicated effort will be provided to guide, implement and support service line operational initiatives at Michigan Medicine.
Essential Functions:
Care Delivery
- Implementation of clinical care model, guidelines and standards of care at ACU level
- Implementation of provider deployment
- Identification non-provider staff complement at the clinic/ACU
- Review visit/productivity data to identify potential revisions to the staffing model
- Oversee and regularly analyze clinic workflow optimization including referral management, scheduling, check-in, MA workflow, staff interface with providers, check-out, fax server, medical records (both new patient and return visits), and call activity
- Pilot new care models to support UMMG goals in striving to achieve value-based care delivery to population
ACU Operations
- Supervision and direction given to operational administrative and clinical staff and engagement in their professional development
- Oversees the day-to-day operations of the ACUs
- Ensures regulatory compliance with CMS, JC, CLIA, and other regulatory agencies as applicable
- Leads onboarding of new providers and support staff into the clinic
- Handles hiring/discipline and firing of clinical support and admin staff in their respective clinic
- Evaluates clinical support and admin staff in collaboration with the triad leadership team
- Provides feedback on operational issues involving providers in the ACU
- Manages routine clinic operations (e.g., clinic flow, scheduling, billing, referral management, in basket management, etc.)
- Provides feedback/supervision/support/performance evaluation of assigned ACU staff
- Develop and oversee efforts to recognize and incentivize staff excellence
- Identify opportunities for quality improvement, and carry forward quality improvement initiatives, in all areas of ACU operations
- Assists Triad leadership with decision making around strategic initiatives, attainment of department/unit objectives, strategic service decisions related to internal and external customers and attainment of ACU and UMMG goals
- Collaboration with Centralized Support Services
- Collaborate with IT for required support services at the ACU level
- Works regularly with support services functions to ensure operational goals are met
Space Management
- Assigns team room space, exam room allocation, and continuously monitors utilization to modify allocations accordingly for optimal exam room utilization within the ACUs
- Identify improvements for ambulatory facilities, including construction or renovation of structures and purchase of major equipment
Patient Care
- Develop and oversee policies to ensure patient satisfaction including analysis of patient and family feedback and corresponding action plan development and implementation
- Address and follow-through with patient/family feedback and complaints including implementation and ongoing evaluation of appropriate process improvements
- Oversee policies to ensure safety within the ACU (including physical structure, staff emergency readiness, etc.)
- Collaborate with Medical Directors, APP Managers and Nurse Supervisors to review incident reports and ensure appropriate follow-up
- Collaborate with ACCCs, Medical Directors and APP Managers to establish and enforce ACU provider on-boarding policies (ensure adequacy of resources including rooms, schedule and staff including proper orientation to clinic)
Clinical Performance
- Establish performance goals with ACU in alignment with UMMG goals
- Partner with ACCCs, Medical Directors and APP Managers to ensure clinical provider scheduling is consistent with UMMG operational principles
- Resolves clinical and operational problems at the ACU level
- Operational and Financial Performance
- Communicate performance metrics regularly to provider and staff in the clinics
- Monitor operational and financial performance metrics at the ACU level
- In collaboration with triad leadership, establish ACU level budget and financial plan for upcoming year
- Prepare, monitor, and manage billing and other fiscal activities including the monitoring of charges and collections, and initiate corrective action where needed
- Responsible for capital request submissions
Core Responsibilities
- Regularly review ACU processes to ensure on-going compliance with institutional goals, objectives, policies, standards and guidelines
- Evaluates supporting function operations, identifying areas for improvement
- Identify, communicate, share, and present operational, performance, and financial metrics and best practices to providers, staff, and leadership
- Represent UMMG on committees
- Attend and provide leadership within the ACU Leadership and Site Leadership Meetings
- Foster collaborative environment by nurturing team-based care in a positive collegial and professional manner
- Develop and communicate interpretation of Michigan Medicine/UMMG/ACS policies to staff, faculty, and outside agencies/groups as needed
- Participate actively and provide data, action planning and other administrative leadership to the weekly and monthly meetings
- Engage operations oversight role over additional ACUs to support effective service line engagement across the enterprise
- Build a strong and collaborative relationships with the Clinical Departments leadership teams and faculty