Clinical Section Administrator - Psychiatry

Manages Clinical Section(s) and works closely with respective faculty and staff within the Department of Psychiatry & Behavioral Neuroscience, ensuring efficient and effective operations throughout. Plans, organizes, directs and controls activities that support the clinical mission with alignment and educational and research missions. Provides administrative and financial leadership in formulating and implementing department clinical objectives aligned with organizational and departmental goals. Oversees day-to-day operations of clinical arena workflows and problem resolution. In this role, the Clinical Section Administrator will be responsible and accountable for over-seeing the operations and patient care duties of the Psychiatry & Behavioral Neuroscience department with an emphasis on outpatient operations. The Clinical Section Administrator will perform duties as an administrative officer for the department including planning, coordinating, and directing broad and complex financial and management functions in support of clinical care, education, and research under the supervision of the Executive Administrator and in collaboration UChicago Medicine Director and Practice Manager. In the absence of the Executive Administrator the Clinical Section Administrator assumes responsibility for the clinical operations.

• Job Description

  Job Description

  Strategy Development and Execution:

  • Develops tactics to support and implement the Department’s long-term strategic goals and operating plan including program development and provider recruitment and retention.

  • Participates in identifying priorities, determining metrics, and removing barriers for the strategic plan implementation.

  • Participates in and completes various institutional survey initiatives.

  • Maintains, monitors, and reports on plan progress and metrics.

  • Assesses and aligns provider capacity and access with strategic plan and recommends incremental provider and support staff staffing plans.

  • Negotiates and implements related agreements.

   

  Clinical Practice Management:

  • Works collaboratively with leadership of UCM and BSD to ensure smooth and efficient clinical operations which include but are not limited to ambulatory, offsite and joint ventures and appropriate clinical program strategic growth supporting UCM’s mission and its patients.

  • Serve as primary clinical liaison developing Clinical Practice Guidelines and supporting the department Clinical Mission. Implement a structure for ongoing measurement and improvement of clinical operations with departmental leaders.

  • Collaborate to evolve use digital tools as part of the patient experience and clinical care model.

  • Educate and collaborate with faculty, physician billing offices, and UCM to identify chargeable professional fees ensures the integrity of billing data, monitor accuracy of professional fee reports, and assesses the effectiveness of billing efforts.

  • Maintains programs to review and analyze clinical performance at the faculty member and staff provider levels. Communicates with providers clinical expectations policies and procedures.

  • Manage general practice administration including: establishing Faculty and staff provider staffing, develops, approves, and monitors schedules for providers, eligibility verification, billing, resolving patient issues, ensuring compliance with regulatory and reporting requirements.

  • Assist the Executive Administrator, UCM Director, and Practice Manager with recommending and determining appropriate strategic goals that relate to the department and the overall Clinical mission. Contribute to the development and implementation of programs to fulfill these goals as appropriate.

   

  Financial Responsibilities and Oversight:

  • Plans with Section(s) and Department leadership for optimal financial performance of the Section(s); develops annual and ad hoc budgets and other analyses, for example: regularly monitors status and ensures performance against budget, identifies need, analyzes and presents ad hoc reports and graphs; ensures professional billing financial integrity and compliance; approves and monitors expenses; identifies and implements cost containment measures; and ensures compliance with fiscal policies and procedures.

  • Provides fiduciary leadership at departmental level in overseeing financial operations development of the clinical mission, including taking a lead role in providing short- and long-term financial forecasting, operational budgeting, revenue generation, and expense management.

  • Understands and oversees the implementation of program budgets, identifying undesirable trends with improvement recommendations to the EA.

  • Understands the dynamics of health care accounting and applies knowledge in ensuring appropriate direct and indirect revenue and expenses related to grants, on- and off-site clinical activities, and other activities.

  • Researches, compiles and analyzes data to create reports, proposals and other documents that will facilitate clinical, strategic, and financial decisions.

   

  Human Resources:

  • Leads Clinical Section staff, optimizing operational effectiveness, employee engagement, professionalism, performance management and ongoing professional development.

  • Identifies Clinical Section staffing needs.

  • Ensures compliant and effective recruitment, hiring, onboarding, evaluation, promotion, disciplinary action, and discharge practices at the direction of Department of Psychiatry Human Resources.

  • Ensures that policies and procedures are applied appropriately and consistently.

  • Engages in team development through transparent communication, coaching, goal setting, mentorship, talent management and implementing a culture of best practices as determined by the EA.

  • Makes recommendations on personnel actions to the EA, including promotions,

   

  Marketing, Communications, and Outreach:

  • Assists with appropriate external marketing and communications for targeted programmatic growth in collaboration and partnership with UCM Marketing Communication.

  • Develops internal communications plans and activities.

   

  Grants and Funding Opportunities:

  • Assists faculty in the pursuit of research funding and grants management in conjunction with the pre and post award administrators.

  • Ensures clinical trials are represented and aligns clinical trial activities with clinical activities.

   

  Space, Facilities, and Equipment:

  • Manages activities related to section space, facilities, and equipment for offsite locations.

  • Implements Departmental space plans and ensures physical property (buildings, furniture, equipment, computers, etc.) is adequately accounted for and is being used for its intended purpose.

   

  Other:

  • Compensation analysis, performance evaluations, training, and terminations.

  • Assists in policy development across the Department.

  • Provides leadership to professional staff within a department to support teaching, medical research, and clinical care. Facilitates research initiatives of the faculty and staff.

  • Recommends department priorities, allocates resources and executes strategic plans.

  • Performs other related work as needed.

• Additional Job Description

  Additional Job Description

  Preferred Qualifications

   

  Education:

  • College degree in business, health care administration, nursing, or related field.

  • Advanced degree in business, health care administration, nursing, or a related field.

   

  Experience:

  • Progressively responsible for administrative/supervisory experience.

  • Experience in healthcare or an academic medical center environment (with matrix reporting).

  • Working knowledge of administering a physician practice.

  • Demonstrated budgeting and forecasting experience.

   

  Preferred Competencies

  • Strategic leadership skills.

  • Knowledge of accounting principles.

  • Analytical skills.

  • Problem-solving skills.

  • Decision-making skills.

  • Quantitative skills.

  • Oral and written communication skills.

  • Interpersonal skills.

  • Ability to work independently with a high degree of initiative.

  • Ability to maintain confidentiality.

  • Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

  • Knowledge of hospital finances and administration.

  • Knowledge of grants and contracts regarding major federal awards and/or initiation of clinical trials.

   

  Application Documents

  • Resume (required)

  • Cover Letter (required)