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POST DATE 9/17/2017
END DATE 12/27/2017

Brigham & Women's Hospital(BWH) Boston, MA

Boston, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree



The Practice Administrator is an integral part of the clinical management team, providing direct administrative and fiscal support for the Department of Dermatologys (DOD) ambulatory and inpatient clinical operations. The Practice Administrator has operational responsibility for both practices that the department directly manages as well as those that are outside of the direct management scope, currently 15 sites of care. Through relationship with key clinical partners, practice managers and physician directors, provides strong clinical leadership to strategize and operationally implement clinical priorities. This position is expected to develop and maintain effective working relationships at all levels to carry out the goals, objectives, and initiatives of the Department of Dermatology and deal with issues that are significant, sensitive, political and confidential in nature.


1. Practice Administration

a. Provide leadership and oversight in all areas relating to practice front-end and clinical support operations.

b. Continuously assess and improve the efficiency of systems and processes.

c. Initiate changes in clinical operations to directly drive revenue enhancement, patient access and quality clinical care.

d. Leads BWH/BWPO and DOD performance/process improvement initiatives including but not limited to New Patient Access, Meaningful Use, and Medication Reconciliation.

e. Involved in leading EMR implementations, including planning, communication, recommendations and support.

f. Develop and implement Clinical policies and procedures, consistent with the Department and Hospitals policies and ensures adherence with these policies.

g. In coordination with the Vice Chairman and/or Medical Directors, review the ongoing management of the Departments clinical services, discuss and resolve any administrative problems that arise and direct the planning of improvements in existing clinical services and the introduction of new services in the Department.

h. Ensure that the Department possesses state of the art information on equipment currently in use and equipment that is available.

2. Community Based Practices

As the Departments number of clinical contracts and community-based practices continue to increase it is becoming increasingly important to maintain and foster positive, collaborative working relationships with the managers at each site. To this end, it is the responsibility of the Practice Administrator to:

a. Serves as the liaison for the site managers and physician leaders for questions and problem resolution. Proactively and regularly meets with the managers at each site ensuring that both our physicians needs and the needs of the practice site are being met.

b. Anticipate potential areas for conflict and actively attempt to de-escalate potential problems before they occur. Identify opportunities for improvement to ensure success of our clinical outreach activities.

3. Billing Operations and Compliance

a. In combination with the billing manager contributes to the development of internal billing compliance program and ensure that the Department is in compliance with both BWH and BWPO billing compliance policies.

b. Works with billing manager and practice mangers to identify best practices and process to improve front end billing operations including office collections and referral and registration management.

c. Works with the Managers to implement new policies and procedures as needed.

d. Educate faculty and staff on clinical reimbursement issues as needed.

e. The incumbent is responsible for ensuring department compliance with federal, state and private insurance billing requirements. Incumbent will fulfill this responsibility through interactions with the Billing Manager including but not limited to, receiving and reviewing for relevance all payor updates received from the Compliance office and taking action as appropriate, ensuring that mandatory compliance related training is completed as necessary (i.e. general compliance training, new employee privacy and security training), take a pro-active role in updating the charge master descriptions when coding or coverage changes warrant such action, ensuring staff awareness of compliance role.

f. Represent the Department on professional and technical billing and collection issues. Maintain a thorough understanding of clinical reimbursement and managed care issues specific to the Department. Identify opportunities to optimize clinical reimbursements.

g. Liaison with the Departments billing agent. Works with the agent in determining and resolving billing opportunities and problems.

4. Regulatory Compliance and Activities

a. Coordinates quality improvement activities for the Department. Develops administrative quality controls to ensure that the clinical operations are performing at or exceeding expectations.

b. Ensures compliance with regulatory and infection control standards and directs quality improvement activities at all sites. Make sure that the Practices operations are compliant with other BWPO and BWH policies and procedures, as well as with all relevant regulatory requirements. Where compliance is inadequate, initiate corrective action promptly.

c. Ensure compliance with all regulatory standards, included those promulgated by JCAHO, DPH, OSHA, CLIA, etc. Maintain a thorough understanding of all relevant regulatory matters.

d. Maintains patient confidentiality according to hospital standards.

5. Human Resources

a. Direct supervisor for the practice managers 5 FTE. Additionally, is a second line supervisor for 64 clinical FTE.

b. Functions as a mentor to direct reports and works with them in furthering their own growth and development by establishing clear goals and objectives for skill enhancement.

c. Helps establish clear career plans and works to assist staff in achieving their goals.

d. Work with and mentors managers to foster leadership, confidence and teambuilding. Develop job descriptions, prepares performance plans, conducts annual performance appraisals and establishes an ongoing feedback mechanism for staff.

e. Establishes and communicates clear guidelines regarding both technical and behavioral expectations relevant to their positions.

f. Instructs new personnel in office practices and standard operations/procedures.

g. Responsible for handling numerous personnel matters, including reviewing and approving all clinical hiring, firing, compensation and evaluation decisions. Implement all institutional policies related to all phases of personnel activity, including recruitment, interviewing, compensation, benefits, orientation, performance evaluations, promotions, transfers, terminations. Transmit and interprets institutional policies to supervisors and employees. Ensure appropriate training of employees. May be asked to write job descriptions, enter into discussions with Human Resources to determine grades for new positions, annual rates of pay for new hires, increases for employees who are promoted, and equity increases. Assess employee workload and recommend changes as needed. Monitor hiring trends to ensure market competitiveness. Arbitrate disputes. Represent the Department in employee-relations matters.

h. Oversee preparation of all personnel forms for the Clinical areas, including requisitions for new employees, change of status forms and termination reports. Notify supervisors of probationary and quarterly evaluation deadlines and ensure that the appropriate paperwork is completed.

i. Develop Dermatology specific job performance aids and training sessions to develop knowledge workers for Dermatology.

j. Continually evaluate staffing levels against volume of work and distribution of labor to obtain increased support staff