Current UPHS employees must apply HERE
Divisional Program Administrator Palliative Care
Job ID: 180912
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Apr 26, 2023
Work Schedule: Per Department Needs
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?
Department: Medicine Palliative Care
Responsible for working as the administrative and business partner of the Chief of Palliative Care. Provides administrative leadership for faculty practice and its staff. Responsible for oversight and general management for the Program across all missions. Oversees and directs overall divisional business planning and financial management, ensuring the accomplishment of program goals and objectives.
The Program Administrator directly oversees clinical programs at HUP, PPMC, CCH, and PCAM generating nearly 4,000 inpatient consults and over 700 ambulatory visits each year. These programs are comprised of 17 core and part-time faculty and 20 staff, with clinical operating expenditures of $5.4M. In addition, the Program Administrator coordinates with and advises palliative care inpatient programs at PAH, Princeton, and Lancaster General as well as outpatient programs within oncology, which comprise an additional 10+ faculty and 30+ clinical staff, generating an additional 2,000+ inpatient consults and nearly 4,000 ambulatory visits each year.
- Works closely with Division Chief and physician leadership to provide support for the administrative aspects of their roles.
- Conduit between the faculty and administrative and clinical support staff to understand current roles, assess talent and existing work flows, address areas of improvement, and implement new work flow if identified.
- Executes project management and business development where applicable.
- Talent management plan in place for current and future staff.
- Succession planning for critical positions.
- Recruitment, in coordination with Human Resources, of competent staff to meet operational needs (“scope of service” “products & services”) and who demonstrate the ability to be service orientated and align with the core values.
- On-Boarding and proper orientation of staff to their roles, accountabilities and performance measures within probationary period.
- Development of staff - Encourages continuous growth and helps staff to realize full potential by identifying stretch objectives and creating learning plans.
- Strategic Planning Processes
- Partners with leadership team in developing strategic plans and budgets for various programs; plans and ensures direct reports understand and support these initiatives.
- Assists with looking at 3 to 5 year business plans, current needs, and site specific program growth.
- Change Management
- Proactively develops change management strategy for major organizational activities and events
- Implements change management strategy within department and UPHS in alignment with UPHS objectives.
- Identifies and facilitates agreement of major messages which are consistent regardless of audience, credible and reflects UPHS’ core values
- Communication plans are effectively implemented
- Manage routine and crisis communications throughout the entity/community as they arise
- Demonstrates recognition of the systemic impact of employee communication and/or policy changes and solicits proactive feedback prior to implementation.
- Evaluates effectiveness of change and implementation plans.
- Financial Management
- Direct and manage financials and revenue cycle operations. Create, prepare, implement, control and monitor budgets; responsible to explain budget variances.
- Work with the Department of Medicine Finance Office to initiate journal entries, expense and revenue transfers and correct allocation of shared expenses.
Provide guidance and direction to payroll administrator for changes to faculty salaries between CPUP and University allocation
Prepare special reports as required; collect data, prepare report, and analyze statistics.
- With Department of Medicine oversight and finance support, develop budget for individual AU/Dept based on assumptions and decisions made by UPHS and Dept Leaders.
- Balances financial and staffing models to achieve budget targets and organization objectives.
- Ensures all billable procedures and activities are billed upon completion and leads initiatives to ensure best practices are followed for physician billing
Clinical Operations and Faculty Practice Administration
Work alongside Chief and clinical leaders, to chart course of programs, program improvement, and program effectiveness
- Provide strong project management for clinical and educational initiatives. Align priorities, build support, and garner needed resources to execute and achieve priorities.
- Advise Chief of relevant issues and governance, including operational problems/policies and faculty issues. Provide support to Chief, including offering resolutions and recommend changes, drafting responses to requests for information, and representing the Chief in discussions with faculty or departmental meetings.
- Oversees administrative aspects of faculty recruitment including requests to recruit, aligning financial supports, and timely execution of offers to candidates. Assures faculty are on-boarded effectively with requisite licensures and credentialing obtained. Aligns and maintains faculty academic plans.
- Drive faculty engagement by working with faculty on an as needed basis to develop programs, explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc.
- Manages operational activity of outpatient practices.
- Coordinates and manages clinical and administrative workflows including Administrative Assistant duties for the clinical office visits.
- Ensures all operational and AA processes are followed in alignment with CPUP policies and procedures
- Responsible for ensuring staff engagement and participation in CPUP guidelines for administrative best practices.
- Ensures a patient/customer focused environment; responds to patient complaints and grievances in a timely fashion.
- Creates and manages clinic scheduling templates for PCAM practices.
- Owns the upkeep of policies, procedures, standards and initiatives with providers’ scheduling templates and assists with the impact to room allocation
- Serves as a first point of contact for all escalations related to room capacity and scheduling changes
- Maintains up to date scheduling guidelines for the practice and communicates any changes with the Access Center.
- Analyzes Epic scheduling template and identifies process improvement opportunities to provide better customer satisfaction and improve the revenue cycle.
- Assists providers, secretaries, new patient coordinator with scheduling issues including oversight of bump lists and same day cancellations.
- Measures patient access goals and implement process improvement.
- Promote myPennMedicine in all disease teams and ensure processes are in place to accommodate the use of this tool.
- Maintains compliance with governmental regulations regarding patient care, safety, confidentiality, TJC requirements, etc.
- Oversees the eStar time and attendance process for direct reports. Approves leave time per departmental and Health Systems policies.
- Regularly reviews staff assignments, staffing levels and makes changes and/or recommendations to optimize program support.
- Communicates to staff changes in practice policies or procedures; monitors staff compliance.
- Responsible as part of a team for ongoing EPIC issues and changes for staff.
- Collects and documents program data for regulatory and insurance audits
- Ensures smooth onboarding of new faculty
- Responsible to regularly meet with Division and Service Line leadership; as well as direct reports.
- Works with CSL practice managers and service line to increase new patient visit volume.
- Works with human resources to promptly fill all needed clinical and administrative positions and participates in recruitment and interviewing efforts as required.
- Performance Improvement: Operations and Quality Project Management
- Ongoing monitoring of and reporting on quality metrics, including, but not limited to: LOS, LOS O:E, discharge timing, readmissions, etc.
- Serve as key administrative resource for the Palliative Care Alliance initiatives across health system
- Human Resources
- Oversee all staff personnel administration including staffing, compensation, and compliance with CPUP, Hospital, University, School, and Departmental policies. Interprets human resources institutional and departmental policies for faculty and staff; manages staff performance and staffing issues, including disciplinary action.
- Responsible for general human resources oversight; responsible for posting, recruiting, advertising, hiring, job offers, salary scales, selection, and placement and onboarding of staff for each hospital’s palliative care team, to include advance practice providers, nurses, and social workers.
- Provide direct oversight to <5 administrative staff
- In partnership with chief, serve as manager of record for <10 core clinical staff
Education or Equivalent Experience:
- Bachelor of Arts or Science (Required)
- Health Care or Related
4+ years Management experience, preferably in a healthcare setting
- Master of Arts or Science
- MBA or MHA preferred
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.
Current UPHS employees must apply HERE