Reporting to the Administrator of the Division of Cardiology, as well as an indirect reporting relationship to the Clinical Administrator of the Department of Medicine, the Assistant Administrator manages the clinical operation activities for the Division of Cardiology. This position provides high-level leadership and management of the financial, operational, and administrative activities to advance the Division of Cardiology's clinical mission. This position provides administrative management, financial analysis, budgeting, operations integration, revenue enhancement activities, marketing, philanthropic development, and initiatives across the East Baltimore campus and satellite locations including White Marsh, Green Spring, Columbia, Odenton, and GBMC offices and clinics to centralize cardiovascular efforts.
Specific Duties and Responsibilities:
Financial Oversight and Management
Provide leadership for clinical financial lines of business. Monitor for profitability and resource intensity. Review monthly account and/or business plan activity, correct errors, and inform the Administrator and faculty of any problems or discrepancies.
Works collaboratively with the Finance team to create, manage, and plan annual clinical operations budgets, including satellites, for timely submission to the Department. Develops volume budgets for all practice sites, including clinics and procedural areas. Develops, coordinates and/or participates in the development and execution of university and hospital capital budgets for clinical projects. Develops, coordinates and/or participates in the development of financial performance improvement plans and cost reduction strategies.
Tracks clinical practice revenues. Implements systems to provide proper controls, analysis and good business practice. Reviews or prepares business plans for existing units or potential new business opportunities, as requested by Administrator. Forecasts budgets and/or provides guidelines for forecasts with subordinates and coordinates with Administrator and/or Clinical Administrator, as appropriate. Accountable for the financial, volume and operational performance of the Clinics and inpatient activities. Provide, review, and analyze the clinical practice finances of the Division.
Develop appropriate billing strategies to maximize annual charges. Collaborates with the Department Billing Office to ensure accurate compliance of faculty billing activity in accordance DOM guidelines. Facilitates open sharing of physician, advanced practice provider, and genetic counselor productivity data. Reports Division revenues and productivity measures on a quarterly basis.
Design and produce various reports utilizing Divisional data to create monthly, quarterly, and annual financial reports for Administrator, Clinical Administrator and/or institutional leadership. Reports monthly on Profit and Loss statements and volume reports. Design and produce other special reports as requested.
Works collaboratively across divisions and departments to coordinate operational and administrative issues related to business planning, financial analysis, revenue enhancement activities, and multidisciplinary clinical and research activities. Ensures that goals and plans are disseminated to and understood by staff through in-services, planning retreats, training, correspondence, etc. Ensures that a comprehensive information system is in place to effectively manage, track and measure clinical and financial activities.
Devises strategies for enhancing revenue and increasing profitability for the Division of Cardiology and the Heart & Vascular Institute. Performs continuous analysis directed at identification of areas for revenue improvement and cost savings. Collaborates with departmental and external contacts to implement savings and enhancement plans.
Administrative and Operational Leadership
Will provide administrative oversight of Satellite Clinics, Cardiovascular Interventional Laboratory (CVIL), Echocardiography Lab, Johns Hopkins Hospital Heart Station, and advanced practice providers. New practice sites with ambulatory initiatives will be supported by the Assistant Administrator. Develop policies, oversees the implementation and monitoring of services, and sets guidelines for effective, efficient, and patient centered operations. Collaborates with JHH Ambulatory Services in the management and oversight of the East Baltimore clinics in the Outpatient Center (including Heart Failure Bridge Clinic).
Develop staff job descriptions and restructure current job descriptions for staff positions as needed. Work closely with HR Generalist and Administrator for appropriate grading and salaries. Works collaboratively with the human resource team for hiring, termination, discipline, training, and conflict resolution. Works with direct-reporting managers to develop and implement plans for improving employee engagement.
As needed, collaborates with the Associate Administrator of Ambulatory Operations & Access and the Central Access Team in coordination with the vision of the JHM Access Initiative. Serves as the Cardiology Administrative Business Owner for the JHM Access Improvement Initiative. Review process improvement goals and develop strategies to optimize providers' template management, Epic protocols, scheduling utilization, and referral management. Communicate access activities and barriers with the Division Medical Leadership.
Develop new administrative policies and procedures, as needed, to ensure smooth operation of the Division. Make recommendations to Administrator and/or Clinical Administrator in the form of decision options. Provide leadership and direction to the Cardiology ambulatory practices and hospital based programs regarding efficient care delivery models, staffing analyses, performance improvement, clinical and administrative systems enhancements, regulatory requirements, revenue cycle management, patient satisfaction, and provider engagement.
Oversees outreach, marketing and education activities and initiatives for Cardiology and jointly with Cardiac and Vascular Surgery for the Heart & Vascular Institute (HVI). Provides oversight of production newsletter brochures, correspondence, surveys, seminars, and other events and materials. Identifies and discusses outreach opportunities with Cardiology leadership and HVI directors and focuses on initiatives toward those goals. Provides analysis of referring physician/ provider trends and measure impact of outreach activities.
External Relationship Management
Develop sustainable strategies with managers and leadership to improve patient satisfaction and the patient experience in areas operationally managed by the Division. Establish targets for patient experience scores and engage faculty and staff to improve.
Oversee responses to patient complaints and ensure prompt resolution, in accordance with institutional policies, of their concerns. Ensure availability and, if necessary, develop patient and family support services for assigned areas.
Partners with affiliated facilities in areas of access and program development, clinical collaboration and network development.
Manages regulatory compliance with state and federal agencies as well as The Joint Commission. Plans outreach events and organizes research seminar activities.
Internal Relationship Management
Builds strong collaboration with Administrator to ensure the Division's goals are met. Proactively identify faculty concerns and issues, and partners with Administrator for appropriate resolution.
Builds strong collaboration with DOM Clinical Administrator to review Cardiology hospital finances and volume projections.
Regularly meets with JHHS, DOM, and Clinic employees to improve communication and to build productive relationships. Continuously communicates to staff the importance of the patient experience, quality of care, and sound financial performance; and champions successes and priorities for improving performance in meeting and exceeding patient and customer expectations.
Establishes communication channels with staff and faculty to ensure that they receive information on internal and external issues which effect the operations of their assigned areas, as well as provide advice, assistance, information and service that aids them in attaining related objectives.
Works with appropriate personnel and/or organizations to ensure that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently.
Education & Experience:
Bachelor's degree in accounting, finance, business, healthcare management or related field required. Master's preferred.
Minimum seven years progressively responsible professional level administrative management/leadership and financial experience related to monetary or non-monetary resources required. Master's degree in a related field may substitute for some of the required experience.
Previous supervisory experience required.
A keen understanding of and experience with integrated academic health care systems and in clinical practice management is preferred.
Administrative Director, Invasive Cardiology
Administrative Director, Echocardiography
Ambulatory Services Manager
Advanced Practice Providers (mid-levels)
Administrative Coordinator (50%)
Sitting in a normal seated position for extended periods of time.
Communication skills using the spoken word.
Occasionally lifting, carrying objects weighing 10lbs or less.
Occasionally pushing, pulling objects weighing 30lbs or less.
Ability to move about.
Local travel between clinics required.
State, regional, national and/or international travel may periodically be required.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
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