Director, Administrative Operations - Regional Women's Services & Pediatrics (RWSP)

Job Summary:

The Director Administrative Operations of the Regional Women's Services and Pediatrics (RWSP) Grants and Governance reports to the Sr. VP of Ambulatory Operations of the UTMB Health System. The Director is responsible for the direction, leadership and day-to-day management of the ambulatory clinics within RWSP, Women Infants and Children (WIC) and Maternal Fetal Medicine Ultrasound (MFMUS).  This position demonstrates the professional skills and behaviors to promote comprehensive, cost effective and patient-focused integrative care for patients in a unique and diverse health environment in collaboration with Ambulatory, OB/GYN, and Pediatric leadership to meet the goals and objectives of UTMB’s mission and strategic plan.

Scope:

Has direct control and management of assigned UTMB Health practice sites and serves as an expert in addressing operational issues for practice managers and supervisors. The Director plays a direct role in patient safety, quality of care and process improvement. Additionally has direct control and management of RWSP grant activity.

Essential Job Functions:

• Responds quickly to grant opportunities by constantly monitoring HHSC website. Brings forward to leadership any RFPs that would benefit RWSP. Creates letters of intent, determines the appropriate number of patients and services that each grant opportunity might support.
• Manages and monitors financial and statistical performance against budged targets
• Works as a dyad partner with Director of Clinical Operations of RWSP to communicate any policy changes that have material impact to RWSP staff and clinicians.
• In collaboration with Director of Clinical Operations, ensures the appropriate amount and type of staffing of practitioners and support staff to meet the planned and budgeted goals and ensures a competent and productive labor force
• Works with management team and medical leadership, serving as a resource to help reduce costs, enhance revenues, achieve effective utilization and quality goals and objectives, analyze and utilize information to develop and support management decisions
• Develops and participates in patient service, satisfaction and safety initiatives
• In collaboration with Director of Clinical Operations and ambulatory directors, determines, monitors and ensures that productivity and utilization goals are met for all clinics
• Identifies new practice opportunities and other clinical activities that support the mission and success of RWSP, WIC, MFMUS, and the Health System
• Provides verbal and written reports on a regular basis regarding overall activities, performance and goals
• In collaboration with the institutional marketing department, develops, supports, and promotes education in support of marketing aimed at network growth.
• Works with inpatient, Labor & Delivery, and other outpatient services to assure seamless operations between the inpatient and outpatient environments
• Continually provides oversight and reporting to senior executive leadership, and any potential irregularities indicating potential fraud and abuse activities
• Works with Compliance Officer and staff providing mechanisms to monitor and enforce compliance with specific regard to state, federal and other laws, regulations, and requirements as they relate to professional fee billing
• Provides leadership in developing and supporting operations to ensure the highest quality of care is available to patients and appropriate standards of care that meet national, state and local rules and regulations as well as voluntary accreditation standards of The Joint Commission are maintained
• Initiates the development and review of operational and administrative policies
• Assists clinical leadership in developing annual practice budgets; investigates and implements methods of controlling costs, maximizing revenue and maintaining a balanced operating budget
• Participates in the development and review of financial administrative procedures
• Identifies budget variances and acts to correct or improve performance according to budget
• Develops, analyzes, interprets data to identify trends, assess medical services use, cost effectiveness of care, helps establish productivity measurements; analyzes and interprets resulting data
• Meets regularly with Sr. VP of Ambulatory, Chair of OB/GYN and Chair of Pediatrics to discuss goals, initiatives and progress
• Creates a work environment that fosters teamwork, cooperation, innovation, open communication and respect
• Mentors managers and staff, and actively promotes the professional development of directors, managers, staff, and self
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Knowledge/Skills/Abilities:

• Strong clinic and business acumen and will be able to analyze trends in local and national politics and government
• Experience with implementation grants management, compliance, and reporting
• Comfortable with shared accountability for revenue cycle management
• Ability to create operational and organizational infrastructure that maximizes effectiveness of clinic sites
• Comprehends the rules and regulations, current and pending, which impact health care financing and reimbursement
• Detailed understanding of Texas Advanced Practice Provider standards and licensing requirements
• Knowledge of Joint Commission requirements and guidelines
• Experienced in establishing and attaining KPIs in areas such as patient satisfaction and access
• Comfortable with diversity of individual specialty practice needs, while creating commonality of culture and process
• Recruitment, training, and retention of clinic staff
• Demonstrated senior-level leadership in large, complex organizations with diverse people, multiple constituencies and political realities.
• Strategic orientation and focus
• Astute intellect
• One who can respect and honor the past while transforming the present
• Respect for, and commitment to, appropriate transparency
• Develop an effective team that also highly values relationships and productivity
• Collaborative by nature
• Available to support and develop direct reports
• Capacity to inform and appropriately influence
• Ability to create mutually productive, respectful and trusting connections internally and externally
• Respected for their ability to relate with diverse individuals
• Promotes a culture of “Service Excellence”
• Diplomacy
• Possesses a sense of humor and positive attitude; an enthusiastic disposition and high energy level
• Is flexible, has a tolerance for ambiguity and is not easily frustrated; understands that success is often achieved through incremental steps
• Ability to bring disparate groups, goals and objectives together under one operating “umbrella”