Job Description

Department/Unit:

Medicine - General

Work Shift:

Day (United States of America)

Salary Range:

$70,068.00 - $108,605.00This position provides overall administrative management of a variety of business-related functions, strategic planning, budget development and cost center management under the direction of the Practice Administrator. Provides hands-on leadership for all aspects of patient relations, staffing, marketing, insurance, and financial activities to ensure their successful management. Works closely with the Practice Administrator, Nurse Supervisor, Department Chair, and the Division Heads to establish and maintain an efficient, cohesive and productive work team within the entire department and to help the practice achieve the institutional mission of high quality provision of care for patients.

• Human Resources
  - Process all necessary recruitment transactions
  - Interviewing and hiring
  - All onboarding
  - Regular Rounding with direct reports
  - Prepare performance reviews for any direct reports
  - Develop and maintain employee’s annual goals
  - Develop leadership skills of direct reports
  - Implementation of corrective action and performance improvement plans
  - Ensures compliance with all existing governmental and labor legal and

government reporting requirements including any related to the Equal

Employment Opportunity (EEO), the Americans With Disabilities Act (ADA),

Employee Retirement Income Security Act (ERISA), the Department of Labor,

worker compensation, and the Occupational Safety and Health Administration

- Prepares information requested or required for compliance with laws
- Protects the interests of employees and the company in accordance with

company Human Resources policies and governmental laws and regulations

• Directly supervises all administrative staff, and clinical staff (in absence of Nurse
• Acts as an information resource for administrative questions in close cooperation

with Administrator

• Maintains effective communication with staff in all levels in a timely and effective
• Monitors all time performance and pay practices and systems for effectiveness

and cost containment

• Regularly review and make recommendations to Administrator for updated

employee job descriptions and (re)allocation of job duties

• Ensure all policies and procedures of the institution are followed operationally
• Monitor and notify credentialed staff when licenses/credentials are up for
• Develop and maintain employee’s annual goals, and coach, mentor and

encourage employee achievement of those goals

• Prepare annual performance review for any direct reports; review and

collaborate other APR’s as requested by management

• Develop staff incentive programs to maintain and/or increase staff morale and

reduce turnover

• Handle any employee issues or grievances
• Manage payroll and benefits for staff
• Prepare bi-weekly payroll
• Complete all new hire and termination processes timely via Workday
• Monitor and intercede with any issues regarding the staff schedule for all

departments and sites and authorizes and denies overtime when necessary

• Coordinate, facilitate and document staff meetings and ensure institutional and

departmental information and initiatives are shared consistently and effectively.

monitors staff for compliance

• Acts as a resource to Practice Coordinators within the Faculty Practice, by

providing mentorship and guidance to foster their growth and development

• Financials and Metrics
  - Assists Administrator as requested during budget preparation and manages the

overall operating budget for the Department
- Investigates discrepancies and significant changes in monthly income and

expenses; reports discrepancies to the Administrator
- Monitors staff performance through consistent measurement. Recommends

opportunity for improvement, initiates training and/or corrective actions, focused

on the importance of maximizing results
- Ensures proper invoicing and tracking of receivables and payments to vendors
- Responsible for Accounts Payable and accurate record keeping of expenses.
- Maintain excellent communication on billing matters between the department and

billing
- Assess the needs in collaboration with staff for annual expenses. Evaluates and

negotiates with vendors in conjunction with the Administrator to procure capital

equipment, processes purchase orders and coordinates installation and

• Operations

• Audit performance of sites for compliance with standards, policies and

Procedures

• Ensure completion of regular tracking reports and tasks through completion,

management or delegation, reporting anomalies to Administrator timely

• Ensure compliance with all The Joint Commission non-clinical and any other

governing regulatory authority

• Serves as a resource for facilities management for the practice of including any

repairs, service contracts for equipment and the inventory of all capital equipment

and audits for completion
- Maintains optimal physical environment for the Department and reports any

unsafe conditions, inoperative equipment or other adverse conditions to

Administrator

• Patient Satisfaction
  - Manage elevated patient grievances and coordinate service recovery efforts

when needed
- Ensure fiscal and operational activities are performed in such a manner that they

are aligned patient satisfaction

• Management Support and Other Tasks

• Assists Practice Administrator in development and evaluation of departmental policies and procedures
• Assists Practice Administrator in Practice-wide special projects
• Prepares staff to respond effectively to both internal and external company issues
• Uses discretion at all times to ensure patient confidentiality
• Provide administrative support to Faculty, APP’s, and Administrator
  
  All position requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This position description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees will be required to perform any other job-related instructions given by their supervisor, subject to reasonable accommodations.

Minimum Qualifications

• Bachelor’s degree is required, Masters degree preferred.
• Proven management skills with a minimum of three to five years of experience

working in a management capacity in a medical office or clinical setting.

• Must project a professional image, set an example of excellence and earn the confidence of others. Must have pristine verbal and written communication skills and have experience in and a desire to deal professionally with the public. Exceptional interpersonal and relationship-building skills are required
• Must possess a high level of critical and ethical thinking/behavior and be able to deal with difficult situations with a high level of emotional intelligence
• Understand principals of quality management and be able to lead and facilitate groups of individuals that emphasizes quality, continuous improvement, and high performance
• Strong confidentiality skills, and have the ability to quickly earn the confidence of others. Must always maintain a “patient comes first” attitude.
• Self-motivation, swift learning ability and a “can-do,” optimistic attitude is imperative.
• An excellent working knowledge of personal computers, word-processing and spreadsheet software (such as the Microsoft Suite) is required as well as excellent keyboarding skills. Experience with medical recordkeeping and billing system is strongly preferred
• Must have analytical financial skills, be able to prepare spreadsheets, analyze budgets and interpret information and data
• Ability to be a proactive and effective problem solver
• Must be HIPAA compliant at all times
• Must be willing to complete Albany Med Management Development Programs and any other committee or meeting responsibility as assigned

Thank you for your interest in Albany Med Health System!​

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.