Director of Administrator Services - Medavie Health Services : Job Details

About the Role The Director of Administrative Services is responsible for planning and coordinating the daily activities of the clerical staff for all office locations. The position of the Director of Administrative Services is to analyze and evaluate departmental workflow with the goal of managing the daily clerical operations of the practice to meet the needs of the physicians and patients. What You'll Be Doing

• Responsible for overseeing the Office Managers, clerical staff and the administrative operations of multiple office locations including the HIM departments.
• Plans and prioritizes workflow for the administrative operations of the clerical staff with the goal of maximizing the efficiencies and quality standards of the overall office.

• Works closely with the Director of Clinical Services to ensure optimal patient care and efficient patient flow from the reception department throughout the clinical areas.
• Interacts with the lead physicians, People Operations, and the COO to establish and implement action plans designed to maximize the effectiveness of the office administrative operation.
• Creates policies and procedures focused on continuous improvement and solutions to daily issues.
• Ensures that each location is properly staffed for efficient operation of daily business.
• Accountable for adhering to budgets which includes cost controls, purchasing oversight, and monitoring staffing expenditures.

• Communicates and enforces new company policies and procedures as they are established.
• Communicates realistic expectations to the Office Managers and works closely with them to monitor work progress, job responsibilities and quality of work at each location.
• Analyzes patient needs and practice objectives with employee competencies to position staff to most effectively utilize individual skills and strengths.
• Works with the COO, CNO and Director of Clinical Services to create and maintain approved patient templates and ensuring patients are scheduled in proper blocks of time for each physician.
• Works with the Billing Manager and billing staff to ensure proper procedures are followed during patient check- in and check-out to record accurate patient demographic and financial data. Continually review and address errors to ensure clean data is captured for the charge processing.

• Coaches and counsels employees, working with managers/supervisors, by addressing areas of concern, handling discipline issues, assessing opportunities for better job performance, etc.
• Directs and support all policies and procedures and maintains a professional environment leading positive change.
• Ensures that the reception staff maintains all patient information according to the established patient confidentiality policy. Verifies that necessary paperwork is presented to patients for understanding and signatures (HIPAA, practice, financial and other forms) as required.
• Works with the respective Office Manager and/or Team Leaders for each location to ensure the accurate delegation of scanning, routing, and faxing tasks.
• Verifies that all medical dictations are obtained in a timely and accurate fashion and sent out to referring physicians.

• Approves office invoices appropriately and forwards to accounts payable for payment when necessary.
• Ensures OSHA and HIPAA compliance is complete and up to date for the company.
• Assist with oversight of building maintenance, general upkeep, and overall grounds for multiple office locations.
• Creates communications and various tracking spreadsheets as requested by COO.
• Communicates effectively to physicians and managers relative to all aspects of operations on a daily basis.

• Handles all formal patient complaints ensuring the proper protocol is followed.
• Performs all other duties as assigned.

What We Expect from You

• Bachelor's Degree with a minimum of 5 years of experience in a supervisory role, or

• Minimum of 8 years of supervisory experience in Medical Practice.
• Experience managing multiple locations is required/preferred

Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills To perform this job successfully, an individual should have thorough knowledge in computer information systems. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Travel Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected. What We are Offer YouAt U.S. Urology Partners, we are guided by four core values. Every associate living the core values makes our company an amazing place to work. Here Every Family Matters CompassionMake Someone's DayCollaborationAchieve Possibilities TogetherRespectTreat people with dignityAccountabilityDo the right thingBeyond competitive compensation, our well-rounded benefits package includes a range of comprehensive medical, dental and vision plans, HSA / FSA, 401(k) matching, an Employee Assistance Program (EAP) and more.About US Urology PartnersU.S. Urology Partners is one of the nation's largest independent providers of urology and related specialty services, including general urology, surgical procedures, advanced cancer treatment, and other ancillary services. Through Central Ohio Urology Group, Associated Medical Professionals of NY, Urology of Indiana, and Florida Urology Center, the U.S. Urology Partners clinical network now consists of more than 50 offices throughout the East Coast and Midwest, including a state-of-the-art, urology-specific ambulatory surgery center that is one of the first in the country to offer robotic surgery. U.S. Urology Partners was formed to support urology practices through an experienced team of healthcare executives and resources, while serving as a platform upon which NMS Capital is building a leading provider of urological services through an acquisition strategy.Salary Range: Please note that the salary range for this position will vary based on experience level, education and geographical location.$85,000.00 - $100,000.00 / yearU.S. Urology Partners is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.