Under the direction of the Division Administrator and Division Clinical Directors, the Sr. Administrative Manager is responsible for the leadership, coordination, planning, organization and evaluation of clinical practice areas within the Division of Gastroenterology and Hepatology. This manager will have ultimate oversight of all ambulatory outpatient clinics and procedural units and develop, implement and manage policies, procedures and programs under the division’s clinical mission. The Sr. Administrative Manager will be responsible for ensuring safe and effective patient care across the division. The Sr. Administrative Manager will design, manage and evaluate the systems through which patient care is delivered, and maintain an efficient and cost-effective environment conducive to quality patient care. The position has an indirect reporting relationship to the Associate Administrator for Ambulatory Operations for the Department of Medicine.
Specific duties & responsibilities:
Working with the Division Clinical Directors, the Sr. Admin Manager is responsible for the delivery and development of clinical initiatives at all ambulatory locations. Serves as project manager for the launch of all new clinical programs ensuring timely completion, quality and safety, and fiscal management.
Works with the Clinical Directors, Nurse Supervisor and MOC Manager to establish and create policies and procedures for clinical practices including workflows for ambulatory clinics, nursing support and clinical support staff.
Works with the Division Administrator, Division Chief, and Clinical Directors to ensure smooth operation of the division and ambulatory sites.
Oversight of clinic managers and Business Project Coordinator including the following:
Routine assessments of the clinic’s medical assistants and nursing practices and educating staff as needed.
Assure appropriate documentation for nursing and medical assistants for services provided to patients (e.g., completion of vital signs and patient intake, administration of medications, vaccinations, patient education, etc.)
Ensure that staff completes annual updates and competency assessments.
Serves as chair of clinical operational meetings ensuring regular monitoring of key metrics, implementation of required interventions to improve patient care, and maintaining communication of policies and procedures or key decisions across all stakeholders.
Leads weekly clinic huddle with clinic leadership for all GI ambulatory sites.
Assists in the coordination of division communication including oversight of communication tools, division resources and dissemination of information.
Defines and maintains patient care and clinical practice standards for the Division by doing the following:
Maintains current knowledge of Johns Hopkins Hospital Patient Care Protocols and Procedures that apply to ambulatory clinic practices.
Monitor updates to Hopkins Policies Online
Develops and maintains a quality and performance improvement plan for clinical care by doing the following:
Continuously evaluates clinical support services provided including clinic staffing, nursing support and administrative support for all faculty.
In conjunction with the Business Project Coordinator and Clinic Managers/Supervisors reviews Press Ganey patient satisfaction scores to identify interventions for improvement.
Identifies barriers to the delivery of care and makes recommendations to address interdepartmental or administrative issues.
Implements methods to improve the delivery and quality of care provided.
Serves as the point person for HEROs for the Division. Regularly reviews HEROs with Clinical Directors and the teams impacted by reported safety issues.
Participate in the review of PQRS, HEDIS, HCAPHS, LOS and other population health metrics that would impact care delivery models.
Monitors clinical schedules and referral work queues. Partners with stakeholders to ensure patients are scheduled within an appropriate timeframe and provider schedules are full.
Leads regular review of Financial Clearance for Endoscopy procedures.
Ensures that ambulatory clinic leads are up to date and in compliance with regulatory standards.
In conjunction with the Clinical Directors and Business Project Coordinator works to ensure optimization of clinic and endoscopy templates, scheduling and utilization metrics and makes recommendations to increase patient access and overall volume.
Organizes monthly review of ambulatory budgets in conjunction with the Business Project Coordinator, Clinic Managers and Finance Manager.
Maintains current knowledge of Epic and ensures updates and changes are communicated across the division.
Works with the Clinical Directors to ensure usage of Epic functionality to maximize efficiency for all members of the division and to enhance patient care.
Regularly assess the clinical workflows for all clinic support staff and faculty to ensure appropriate documentation in the Electronic Health Record (EHR).
Responsible for enhancing patient education to increase clinical outcomes, divisional efficiency and improve the patient experience.
In conjunction with the Nurse Supervisor and GI Sub-section Directors, the Sr. Administrative Manager will identify needs for patient populations and implement the necessary interventions.
In conjunction with Infusion Nurse Manager and GI Finance Manager, ensure Division run Infusion Centers are compliant with Institutional protocols and delivers safe infusion services and maintain profitability of those centers.
Oversight of ancillary GI Services in the Motility Labs managed by the division in conjunction with the Nurse Supervisor to deliver safe motility testing while maintaining profitability of those centers.
Works with partners across the health system to identify patient needs for GI care and implements initiatives to improve access and communication.
Direct Supervision of the Business Project Coordinator and Ambulatory Site Clinical Managers.
Serve as primary liaison with patient Access Services for GI Ambulatory and Endoscopy
Bachelor’s degree in related discipline, preferably business, finance, accounting, or other related field
Minimum of five years progressively responsible professionally related experience related to monetary or non-monetary resources of a department, center, or unit
Additional education may substitute required experience and additional related experience may substitute required education, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Master’s degree (or equivalent degree) in related discipline
Special knowledge, skills, and abilities:
Must adhere to guidelines regarding honest reporting of sensitive and confidential research and participant information
Understands the importance/impact of data integrity in terms of participants, study results, costs, quality of service and scientific research in general
Regular contact with researchers and collaborators requires the use of good judgment, tact and sensitivity
Excellent organizational and time management skills required
Excellent interpersonal skills
Excellent oral and written communication skills required
Excellent attention to detail
Ability to manage multiple and competing priorities
Proficiency in the use of standard software applications, databases, spreadsheets and word processing required
Classified Title: Sr. Administrative Manager Working Title: Sr. Administrative Manager Role/Level/Range: ATP/04/PE Starting Salary Range: $69,000 - $95,000; Commensurate with Experience Employee group: Full Time Schedule: M-F 8:30 a.m. -5:00 p.m. Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002808-SOM DOM Gastroenterology Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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