Administrative Director, Oral and Maxillofacial Surgery and Dentistry

POSITION SUMMARY:

This position works within Boston Medical Center (BMC), Boston University School of Dental Medicine Oral Surgery (BU OMFS) and Boston University d/b/a Oral and Maxillofacial Surgery Group Practice (OSGP) departments. Responsible for management of services, specifically in the areas of administration, personnel, fiscal & revenue management, strategic planning and operations. Manages departmental activities to meet BMC and BU OMFS and OSGP needs and objectives in accordance with operating policies and business plans. Provides overall direction to managers in planning, directing and controlling their respective organizations and ensures the efficient, economic and quality performance of assigned areas in order to provide for quality healthcare systems and to maximize hospital and BU Clinical revenues. Holds management responsibility across OMS clinic locations at Shapiro and BUSDM sites. Leads practice team with approximately 25,000 yearly patient visits. Facilitates patient flow and allocates resources within the BMC and BU OMFS practice to ensure optimal patient access and to improve the care experience.  Works in collaboration with the team, Medical Director(s), Practice Leaders and senior clinicians; BU OMFS and OSGP Chair, Program Directors and Faculty to meet BMC and BU OMFS practice goals. Supervises all BMC administrative and non-clinical support staff in addition to overseeing and supervising all clinical, non-clinical, and administrative BU OMFS and OSGP staff. Monitors compliance with managed care plans, DPH regulations and BU compliance programs Establishes work procedures and standards to improve efficiency and effectiveness in all practices. Identifies opportunities to increase patient volume and services while continuing to control expenses in the corporation. Directs the accounting and financial functions of the practices for both BMC and BU.

Position: Administrative Director, Oral and Maxillofacial Surgery and Dentistry       

Department: Clinical Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Translates hospital mission and goals into departmental goals and objectives. Works with the practices and the management team to define, develop and implement short- and long-term strategies and plans to meet organizational objectives with direction and support from the Vice President. Identifies needs and problems in relation to attaining goals and objective based on an analysis of information. Utilizes hospital's behavioral standards as the basis for decision making and to facilitate the department and the hospital’s mission
• Ensures the highly productive and cost effective quality performance of departments and services. Works with assigned managers, nursing management and medical directors, to provide for the identification, analysis and development of operating policies, systems, programs and standards. Establishes, approves, and implements administrative policies and procedures.  Recommends and implements changes in policies and procedures to improve the cost effectiveness of operations and ensure that patient’s time (i.e., for visits, appointments and treatments) is used in an efficient manner.
• Analyzes current operations to identify and evaluate program strengths and weaknesses in relation to operational effectiveness.  Develops strategies and plans for new program development based on analysis of competitive trends, market share data, capital needs and human resource utilization.
• Analyzes information, develops strategies to improve operations and enhance service delivery;   implements changes in conjunction with and advise from the management team. Acts as the liaison with other hospital departments to resolve problems that interfere with the efficient operation of the practices.  
• Accountable for meeting practice performance standards. Monitors practice performance regularly against those standards, prepares, and implements steps to bring the practice into conformance with those standards. 
• Develops and uses management reports to measure provider productivity, assesses patient demand for services, understand patient satisfaction and evaluates the effectiveness of the practices’ operations. Develops and implements cost-effective operational adjustments as appropriate to enhance practice efficiency.
• Collaborates with practice managers and attends management meetings, and participates in other hospital committees as required. Complies with BMC managerial expectations, such as regular attendance at managers’ meetings, safety training, annual diversity training, etc.  
• Accountable for leading continuous improvements and change efforts within the team in an effort to meet or exceed  practice performance metrics and standards. Designs and implements new processes to support an improved patient care experience. 
• Calls, prepares agenda for, and participates in weekly leadership Operation Huddles, monthly Operations and Finance meetings with all practice personnel and faculty, in consultation with the management team. Prepares follow-up work plans to items discussed at the practice meetings, and monitors completion of identified projects and tasks. Communicates BMC and/or practice priorities and essential information to staff on a regular basis.
• Works collaboratively with Medical Director and/or physicians to ensure consistency and commitment to practices’ goals and policies.

Patient Experience

• Ensures that practices provide service/care that meets or exceeds patient care standards.
• Establishes standards for an excellent customer service environment in which all patients and staff are treated with dignity and respect.  Trains and evaluates staff in customer service techniques
• Resolves patient complaints emanating from areas of responsibility. Ensures that all significant patient complaints are reported promptly to the Patient Advocate or Director of Quality Improvement. Ensures that all staff recognizes that customers are both internal (employees, physicians, other departments) and external (patients, families, insurers) and demonstrates skills appropriate to good service (reliability, empathy, courtesy, etc.). Ensures that staff responds promptly and appropriately to customer needs. Ensure that staff effectively communicates with customers to address needs and problems.
• Ensures that staff maintains confidentiality for all patient interactions.

Patient Access

• Reviews monthly statistical reports with information regarding numbers of patients scheduled for each practice, number of appointment no-shows, number of sessions cancelled by providers, schedule utilization and unused slots.  Prepares special and periodic reports for the management team.  Develops and implements strategies to improve patient access, in collaboration with practices’ and hospital leadership.

Fiscal Management

• Ensures the fiscal management of department activities ensuring that departments operate within allocated funds.  Analyzes department spending plans and monitors department compliance with budgetary policy. Explores and resolves budgetary variances.
• Responsible to complete monthly journal entry into the BUSDM business system and reconcile payments with the third party billing company. This includes providing the billing company with weekly AR reconciliation reports and researching missing claims/EOBs.
• Manages the charge reconciliation, precollection, refund, COA  and open encounters process. Establishes a charge reconciliation process to ensure 100% revenue capture; runs missing E & M and other financial reports on a regular basis. Monitors coding requirements and submissions to maximize revenue and comply with regulations.
• Annually reviews fee schedule to ensure appropriateness of charge level. Keeps up to date on laws, regulations and healthcare trends that affect the practices’ business systems and operations.
• Develops the annual operating budgets for BMC and OSGP in collaboration with the Medical Director, Department Chair of OMFS, Executive Director BUGSDM, clinical leaders. Monitors expenditures regularly to ensure the practice’s compliance with budget.   Provides financial analysis and bench marking reports. Identifies opportunities for financial improvements.
• Develops the capital budget request for the practices with input from the management team and providers.  Works with vendors to develop accurate specifications and cost for needed capital equipment and furnishings.
• Demonstrates cost consciousness by comparing and analyzing practice sites expenditures monthly and effectively utilizing staff, space, and supplies within budgetary constraints.

Human Resource Management

• Hires, disciplines, and fires administrative, clerical and clinical support staff, within the prescribed policies of Boston University and BMC.  Interprets and enforces hospital and BUGSDM practice policies for all employees. Ensures conformance to Boston Medical Center labor agreements and grievance process.  Represents the BMC department at labor/management hearings; assists in preparation of materials for hearings and arbitration cases, as needed. 
• Assesses the adequacy of staffing levels for clinical and non-clinical staff working with appropriate BUGSDM and BMC directors/ dept. heads who have oversight responsibilities for Human Capital Management. Makes recommendations to leadership and management regarding additional staffing needs or role changes and cost.
• Monitors employee needs for training. Develops annual training and development plans and makes appropriate arrangements for training in conjunction with each employee.  Communicates practices’ goals to employees and fosters a work environment that motivates employees to achieve these goals.
• Completes employee performance reviews within a timely manner, and in accordance with BMC and BU policy. Provides ongoing assessment and feedback to all employees; develops performance improvement plans where appropriate.   
• Evaluates and approves schedule changes and requests for time off, for direct reports ensuring that the staffing needs of the departments. The Oral Surgery Administrative Director will provide guidance to the BMC and BU managers to resolve any wage benefit or human resources related problems. In terms of BU Employees, the manager would work with the Associate Director of Staff Administration and Operations in the Dean’s Office and/or BUMCHR consultant. Director will oversee the clinic locations ensuring clinics are appropriately staffed.

Facility Management and Regulatory Compliance

• Has oversight responsibility for housekeeping, maintenance and repairs for the practices, ensuring that all areas, equipment, and furnishings are kept clean and in good repair
• Ensures compliance with standards and regulations from federal, state and local governments, as well as other regulatory bodies such as The Joint Commission.   Ensures that all staff, residents & faculty complete mandatory BMC and BUGSDM training sessions, receive annual health requirements 
• Responsible for supervision of the Administrative Manager of the Oral Surgery Residency Program. Ensure compliance with the rigorous standards set by the Commission on Dental Accreditation (CODA).

Program Planning and Development

• Develops plans for practice expansion and growth, including the identification of financial resources to fund expansions.  Submits plans to management.  
• Implements approved plans. Partners with Facilities team to develop plans, which will maximize provider productivity and enhance patient and staff satisfaction. Works with Facilities team to coordinate all aspects of construction and moves with appropriate hospital departments.  

Quality Improvement

• Ensure compliance with hospital-wide quality assurance activities. Leads practices, efforts in continuous quality improvement by involvement in teams as appropriate and by supporting changes recommended through the continuous improvement process.  Participates in establishing and implementing quality assurance standards.

Other:

• Works with appropriate personnel within the practices and the hospital to develop and implement marketing strategies for the practices. Assures representation of assigned practices at community events to ensure the practice’s presence in the community. Stays abreast of health care topics that may interest the community.
• Performs other duties as needed.

JOB REQUIREMENTS

REQUIRED EDUCATION AND EXPERIENCE:

Requires a Bachelor’s Degree in Business Administration, Healthcare, or related field. Or equivalent combination of education and experience.

EDUCATION AND EXPERIENCE:

Requires a minimum of 7 years’ experience in a healthcare business environment with at least 3 years management and budget experience.

Must have a history of leadership with progressive advancement in supervisory responsibility including an emphasis in practice office operations and processes, human resource functions, experience working with financial reports and budgets, and managing customers (patients and physicians).

CERTIFICATIONS, LICENSES, REGISTRATIONS REQUIRED :

NA

CERTIFICATIONS, LICENSES, REGISTRATIONS PREFERRED :

NA

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Ability to lead teams and  work collaboratively in a team environment
• Ability to adequately represent needs of medical services, and work with multiple physicians of numerous specialties.
• Comprehensive knowledge of clinical operations, hospital & practice financial and human resources policies and procedures.
• Excellent understanding of hospital and physician reimbursement as well as applicable external regulations and legal requirements.
• Outstanding interpersonal relationship building skills; ability to mentor, guide and motivate direct reports through demonstration of best practices and leading by example.
• Able to prioritize and manage multiple projects simultaneously and produce expected results.
• Highly developed skills using personal computer tools including computerized healthcare information system, word processing, spreadsheets and presentation applications.
• Excellent oral and written communication skills.
• Demonstrated critical thinking, analytical and problem-solving skills.
• Demonstrated ability to lead change and effectively manage conflict

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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