Associate Medical Department Administrator

Job Description

Job Description

SUMMARY: The Associate Medical Department Administrator is responsible for managing specific administrative functions of the Medical Department, including supporting the quality assurance program, implementing projects of the medical department, and overseeing provider scheduling, credentialing and onboarding.
POSITIONS SUPERVISED:  Credentialing Coordinator, Medical Dept Coordinator

ESSENTIAL FUNCTIONS

Departmental Vision and Direction

• Assist with casting direction and vision for the department.
• Assist with continual department process improvement
• Medical Director and Clinician Leadership Support
• Support projects of Medical Director, Site Medical Directors, and Associate Medical Directors, implementing new programs and software, and contributing to department process improvement
• Know and communicate Medical Department policy to clinicians and staff when appropriate.
• Assist with drafting, editing, compiling, and formatting medical department policy and procedure.

Clinician Support

• Assist with providing spiritual support, encouragement, and mentorship to staff as needed.
• Take initiative to check in with clinicians, advocate for clinician wellbeing and concerns, and work toward resolution of any problems that arise.
• Respond to clinician communications in a timely fashion.
• Site Administrator for federal, state, and private loan repayment programs (i.e. NHSC, NCLRP, PA State Loan Repayment Program, Public Service Loan Forgiveness Program, and Project MedSend), coaching clinicians through the application process as necessary, advocating for the clinic with the loan repayment programs, and assisting with in-service verifications.
• Coordinate the utilization of part-time clinician computers at HP, assuring uninterrupted availability

Human Resources

• Participate in clinician screening and interviewing when able.
• Work with the credentialing coordinator and medical department coordinator and in collaboration with to oversee timely and comprehensive provider credentialing and onboarding.

Scheduling and Appointment Utilization

• Collaborate with clinical department leaders to plan for monthly provider schedule, optimizing hub utilization.
• Oversee service provided by the After Hours Answering Service, maintaining clinician on call information, troubleshooting problems, and reviewing invoices.
• Make changes to monthly provider schedule as needed, in collaboration with other med admin staff
• Track patient medical appointment utilization and analyze data as needed, adjusting appointment mix accordingly, in collaboration with office managers and site medical directors, to optimize access, maintain productivity targets, and optimize clinician patient panel sizes, in collaboration with the medical department administrator.
• Oversee creation and modification of schedule templates as needed.

Budget Management

• Plan and project future staffing for annual budget
• Project budgeted encounters for coming fiscal year and compare actual encounters to monthly budget, with Medical Director.
• Collaborate with finance to ensure accurate tracking of medical revenue and billing income
• Provide administrative oversight to select grants within the medical department, ensuring collaboration between project staff and finance department

COMPETENCIES

• Self-directed and motivated.
• Exceptional organizational and interpersonal skills, with attention to detail required.
• Independent thinker and good problem-solver.
• Strong oral/written communication is required. Establishes and maintains open lines of communications with other staff.
• Ability to work collaboratively in a team and manage multiple priorities, utilize effective time management skills, and exercise sound administrative judgment.
• Ability to analyze systems and to develop creative solutions to problems.
• Demonstrated ability to work well with people of various ages, backgrounds, ethnicities, and life experiences.
• Mature, well-spoken. Maintains discretion and confidentiality in communicating with others.
• Wisdom and courage to evaluate candidates in a way that preserves Esperanza’s mission and honors and respects those who may not be good fits.
• Communicates the love of Christ through interactions, not complaining or arguing, but expressing hope in Christ and His promises.
• Seeks to serve Christ and proclaim the gospel in word and deed.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS

• Bachelor’s degree required.
• Administrative experience, preferably 1-2 years.
• Bilingual English/Spanish preferred.
• Experienced with MS Word and Excel.
• Demonstrates lifestyle consistent with the teachings of the Bible. Accountable to and active in a Bible-teaching church congregation.

WORKING CONDITIONS

Must be able to work in regular office environment.