MGH Administrative Director - Division of Cardiac Surgery

Job Title:

MGH Administrative Director - Division of Cardiac Surgery

Job ID:

Company

2223110

GHC

Location:
MGH Main Campus - Boston

Department

Surgery Administration

Stnd Hrs/Wk

40.00

Shift
Day

Full/Part Time:

Full-Time

Regular/Temporary:

Regular

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General Overview

Receiving direction from the Division Chief of Cardiac Surgery and the Executive Director for Surgery, incumbent is responsible for setting direction and coordinating the operational and financial aspects of the Division of Cardiac Surgery in the Department of Surgery. Drawing on a broad understanding of Hospital and physician group practice policies and procedures, and displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician and departmental leadership to continually assess and direct a wide range of activities. Responsibilities include management of day-to-day operations, personnel, finances, physician group practices, research, educational programs, professional billing, and facilities and systems, programmatic and project and programmatic development, and long-range planning. The individual must possess a thorough knowledge of current Joint Commission and HIPAA standards, and works with the Division Chief, physicians, and Divisional staff to ensure a quality-based, customer-oriented flow of work. He/she works in close collaboration with Heart Center leadership in regard to the Cardiac Surgery Division's role in that arena and will participate in related projects and initiatives as required. Requires discretion and judgment to organize priorities, complete tasks, and handle confidential information.

Job Description

The incumbent may delegate assignments as necessary, but is ultimately responsible for ensuring that each of the functions listed below is achieved. The incumbent's specific role in each of the following functions will vary from division to division and will be determined in consultation with the Division Chief and the Executive Director for Surgery.

I. Operational Responsibilities

o Assists Division Chief in establishing divisional policies and procedures.
o Evaluates, initiates, and implements various divisional policies, procedures and systems and revises as necessary to maximize efficiency.
o Serves as resource for resolution of administrative questions/issues/problems.
o Coordinates with Executive Director for Surgery and/or Administrative Directors for Operations and Quality, Research and Finance, to ensure consistency/equity across the Department of Surgery.

o Manages directly or oversees Administrative Manager(s)/practice/office manager(s)/Ancillary Chief(s)/managers and technical director in divisions' practice management, hospital ancillary services and professional billing practices.
o Ensures the efficiency of the divisions' front desk operations: reception and registration functions, phone systems, patient flow, appointment scheduling, HIPAA compliance, etc.
o Ensures that "front-end" financial procedures are coordinated and all services provided are monitored and tracked at the divisional level to ensure capture and timely submission to billing entity (PBO, outside billing agency, or practice-employed billers) of all services provided, including ensuring that all office/surgical paperwork necessary for billing is accurately photocopied, prepared, batched, logged, and forwarded to the billing service within 2-3 days of service, responds to requests from billing service for information, corrections, etc.
o Oversees activities of billing services to ensure timely/maximized collections, Meets regularly with billing liaisons.
o Serves as a liaison to the MGH/MGPO Compliance Office, Ensures billing and HIPAA compliance and serves as a resource to physicians and staff related to compliance issues.
o Serves as interface between divisions and billing service liaisons for account analysis, resolving issues, etc.
o Performs billing analyses and reporting and reviews with Chief/physicians/Service Directors/Executive Director on a monthly basis. Prepares financial projections and monitors performance relative to projections.
o Coordinates with billing services to develop and implement billing policies and procedures.
o Ensures that office cash collection procedures are maintained at the divisional level.
o Coordinates with Executive Director and/or Administrative Directors for Operations and Quality and Finance and MGPO to routinely review practice fee schedules relative to marketplace third party reimbursements to ensure that revenues are maximized and practice fees are consistent with marketplace.
o Develops, implements, and evaluates incentive plans for maximized billing as appropriate.

o Works with clinical and administrative staff and representatives from other departments to evaluate, initiate, and implement systems and procedures and revises as necessary to improve services and maximize efficiency.

o Develops, implements, and monitors divisional customer service initiatives. Addresses practice access issues with clinicians and support staff. Works with Customer Service and the Physician Referral Service to ensure consistency and quality of access. Responds to and resolves customer complaints.

o Collaborates closely with Nursing (e.g. Nurse Managers, Access Nurses, etc.) to achieve a seamless continuum of care.

o Oversees divisional facilities and environmental issues related to repairs, cleaning, directories, signage, etc., Under direction of Chief/ Administrative Directors for Operations and Quality and Research, coordinates space allocation, renovation projects, etc. with Planning Office, Facilities Engineering and Information Resources as well as outside architects and contractors.

o Establishes and enforces fire and safety regulations for the divisions, following established protocols, and ensuring compliance with TJC, OSHA, and Hospital guidelines.

o Oversees divisional information systems:
o Coordinates with Partners Information Resources Department to arrange for hardware/software installation, troubleshooting, system access, etc., Serves as resource for questions related to information systems, Serves as custodian of any division-owned software to ensure only authorized use and security.
o Explores, evaluates and implements new technologies and develops divisional information systems resources as appropriate.
o Develops and maintains divisional Internet web sites.

o Monitors monthly divisional statistics, including admissions/ATO/discharge data, OR statistics, etc and reviews with Chief/physicians/Service Directors/Executive Director on a routine basis, Facilitates strategies for improvement in utilization etc.

o Oversees professional staff recruitment, appointment, group practice and third party credentialing/enrollment issues.
o Coordinates Professional Staff recruitment (including physicians, scientific staff, clinical and research fellows, etc.).
o Performs "investment analysis" for new physician recruitment and arranges for all operational logistics (e.g. office, support staff, OR time, etc.).
o Prepares and processes professional staff appointment paperwork and visa applications (for physicians, scientific staff, clinical and research fellows, etc.).
o Prepares offer/acceptance letters, appointment packets, privileging forms, and visa applications and retains appropriate copies of materials sent.
o Follows-up with applicants, Chief of Surgery's Office, Corporate International Office, Payroll, etc. to ensure timely completion.
o Enrolls groups/individuals in the Surgical Associates group practice.
o Ensures processing of credentialing documents/managed care applications/clinical privileging forms, Coordinates with CCMU and billing services to enroll group in managed care plans