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Job ID: 140222
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Jun 21, 2022
Work Schedule: Per Departmental Needs
DescriptionPenn 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.
The Chief Operating Officer (COO) is responsible to direct the operations, financial, administrative and strategic activities for the department including income generation, expense management and program development; to function as the most senior level financial, operations and administrative officer of the Department of Emergency Medicine (DOEM). The COO of Emergency Medicine scope of practice includes Hospital Based Emergency Services at the Hospital of the University of Pennsylvania (HUP) 34th at Spruce, and 54th at CEDAR, HUP Emergency Department Observation Unit (EDOU), Pennsylvania Presbyterian Medical Center; Pennsylvania Hospital; and the Division of Undersea and Hyperbaric Medicine. Penn Emergency Medicine operates 4 Hospital Based Emergency Departments with over 182,000 combined visits per year.. This position oversees patient technical charges for the EDS, EDOU and Hyperbarics and is responsible for professional charges of $92M and research program with funding of approximately $11M .The Clinical and Academic Practice of Emergency Medicine has over 100 physician faculty, 55 Advance Practice Providers, 45 support staff and over 80 research staff. General supervision of the Emergency Department is exercised through subordinate management staff who are in turn responsible for supervising clinical and clerical support. The COO is responsible to the Chairman of the Emergency Medicine Department and to the Executive Director of CPUP. COO/BA also serves on several Medical School and Corporate Committees as required.
• Medical Leadership: Strong collaboration with the Chair to ensure departmental goals are met. Based on established creditability and trust, show ability to represent department leadership to faculty in regular meetings and daily interactions. Proactively identify faculty concerns and issues, and partner with the Chair for appropriate resolution. Work with members of Senior Leadership Team to implement Chair vision and strategic plan for the Department.
• Employee Communication and Engagement: Regularly meet with UPHS and University leadership and staff to improve communication and to build productive relationships. Continuously communicate to staff the importance of the patient experience, quality of care, and sound financial performance, and champion successes and priorities for improving performance in meeting and exceeding patient and customer expectations.
• Internal Partnerships: Work with the Clinical Practices of the University of Pennsylvania, the Perelman School of Medicine at the University of Pennsylvania, Children’s Hospital of Philadelphia leadership, the hospitals in the UPHS family, department faculty, clinical leadership, entity leadership, affiliates and suppliers in developing research, educational, and clinical programs, services and initiatives to anticipate future customer needs, build customer loyalty and generate profitable growth. Support the Chair in implementing organizational changes as needs evolve. Drive operational integration of programs by ensuring alignment of communication to UPHS Leadership.
• Human Resource Management – this includes, but is not limited to: ◦ Personnel – hiring, terminations, evaluations and disciplinary actions ◦ Recruitment and retention ◦ Onboarding for faculty, providers and staff ◦ Employee relations for faculty, providers and staff ◦ Provider employee contracts ◦ Faculty, providers and staff development and mentorship ◦ Faculty and provider variable compensation plan
• For all University, UPHS and Perelman School of Medicine staff within the department, ensure all areas of accountability are compliant with all federal, state and local regulatory standards and requirements, including Joint Commission, Department of Health, funding agencies, FDA, HIPAA, HCFA, DPW, department specific NIH guidelines, and others. Manage insurers’ QA Audits and represent Department with any necessary response. Review, implement and ensure compliance of regulatory and legislative changes for all third parties.
• Customer Relations: Personally spend time with faculty, independent UPHS physicians, referring M.D.s, patients and volunteers to understand their respective needs and expectations, to build relationships, and to gauge patient/customer satisfaction. Ensure patient and customer satisfaction through comprehensive and continuous measurement of customer satisfaction for all key customer groups.
• Owned & Affiliated Facilities: Partner with owned and affiliated facilities in areas of access and program development, clinical collaboration and network development.
• Professional Associations & Benchmarking: Interface with industry associations as a representative of the organization to identify benchmarks.
• University Relations: Partner with the Chair in building and enhancing positive relationships with University leadership. • Community Relations: Build productive business partnerships and relationships with the community. Participate in community activities as appropriate.
• Strategic Planning & Business Development – this includes, but is not limited to direct responsibility for Departmental Based Strategic Planning & Business Development such as:
o Implement mission and vision statements UPHS DOEM strategic plans
o Development and implement community based contracts to support the tripartite mission
o Business plans including forecasting
Patient Care Processes:
• Ensure all Department patient care related processes deliver high quality and efficient care to patients and their families.
• Ensure all Department facilities and environments of care are clean, safe and patient friendly.
• Ensure all outsourced services meet agreed upon service standards in support of all patient care processes.
• Support the creation of clinical effectiveness targets, improvement plans and reporting systems to ensure the delivery of high quality, effective and efficient patient care.
• Ensure that teams and individuals have the clinical, information and organizational tools to serve patients and customers effectively and efficiently.
• Oversee academic pursuits in research and translational efforts.
• Oversee physician revenue generation and third-party regulatory compliance through application of standardized financial counseling.
• Manage charge capture, coding and documentation, co-payments, deductibles, authorizations and referral management
• Provide regular financial reporting to DOEM leadership and faculty.
• Oversee physician services cost analyses focused on identifying and managing physician productivity and product management.
• Facilitate open sharing of physician productivity data. • Develop and provide access to statistically valid benchmarking data.
• Oversee financial modeling of clinical practice performance for cognitive and procedure-based activity. • Provide decision support tools and analytic support through use of CPT data.
• Direct multi-complex organizational and financial problem-solving as it relates to physician services productivity, reimbursement, ICD, CPT and HCFA coding compliance documentation and site-specific professional, technical and global fee billing.
• Develop and participate in the analysis and evaluation of strategic business plans, feasibility studies, market assessment, marketing plans, data gathering, and presentation of written reports on prospective new clinical programs and opportunities for enhanced professional
Directly responsible for Departmental Financials for CPUP practices within DOEM
o Annual operating budgets o Sponsored programs
o Designated funds allocations
o Purchasing, Accounts Payable and Payroll
o Academic medical center intercompany funding (Funds Flow)
• For all University, UPHS and Perelman School of Medicine staff within the department, ensure all areas of accountability are compliant with all federal, state and local regulatory standards and requirements, including Joint Commission, Department of Health, funding agencies, FDA, HIPAA, HCFA, DPW, department specific NIH guidelines, and others. • Manage insurers’ QA Audits and represent Department with any necessary response.
• Review, implement and ensure compliance of regulatory and legislative changes for all third parties.
• Continually assess operating procedures and take action to ensure on-going quality improvement.
• Plan, monitor and manage the operations budget to ensure achievement of operational and financial goals.
• Manage all space planning efforts to ensure that efficient use of all clinical, research and administrative space is utilized.
• Oversee the efficient, effective flow of materials to continuously improve the delivery of quality patient care and customer satisfaction. • Ensure effective utilization of materials, staff and financial resources.
Sponsored Research Management:
• Exercise resource stewardship to ensure compliance with related policies and procedures.
• Ensure compliance with all departmental, PSOM, UPHS, federal and other external rules and regulations governing the multiple programs and missions of the department.
• Participate with department leadership to develop and implement objectives to enhance and expand the research portfolio in accordance with the department’s multi-year academic plans. • Provide leadership, direction and administration of all aspects of sponsored program administration (pre and post award) activities to ensure accomplishment of objectives and to the satisfaction of the Chair/director and faculty of the department. • Manage and ensure compliance of sponsored programs during pre-and post-award periods, including effort report certification. • Ensure oversight and proper administration of all sponsored program awards in accordance with sponsor requirements, including notifying appropriate parties of excess or shortage of grant funds and recommend appropriate resolution.
• Proactively develop and implement change management strategy for major organizational activities and events in alignment with UPHS objectives.
• Ensure communication plans are effectively implemented with appropriate follow-up.
• Manage routine and crisis communications throughout the department/entity/community as they arise.
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
• Other duties as assigned to support the unit, department, entity, and health system organization
Education or Equivalent Experience:
Master's Degree Business, Healthcare Administration, or related field REQUIRED
10+ years At least 10 years of progressively responsible administrative and financial leadership experience in an academic medicine and/or research setting or comparably complex environment and with financial oversight of at least a $15-million enterprise. A keen understanding of and experience with integrated academic healthcare systems and in clinical practice management. Knowledge of healthcare reimbursement and medical school research funding is critical.
Skills and Abilities
X Thorough knowledge of principals of hospital operations and financial management.
X Ability to plan, develop, implement and direct high patient volume clinical program operations.
X Ability to establish effective working relationships among various Corporate, University, Medical School and nonprofessional support staff.
X Ability to prepare and effectively present and communicate complex statistical and financial analysis and reports to work groups and UPHS Corporate Executives .
X Demonstrated experience optimizing clinical access across a complex entity with multiple acute and ambulatory sites. Specific clinical-service expertise is valued.
X High degree of financial literacy, as evidenced by a strong understanding of mission-based financials, effort reporting, and funds-flow budgeting.
X Evidence of entrepreneurial experience coupled with business acumen.
X Proven track record in hiring, recruiting, rewarding, and mentoring administrative staff accompanied by an ability to inspire trust and organize people in a team and motivate them to work together.
X Unflappable with political/diplomacy skills, excellent judgment, and intellectual agility with a proven ability to navigate highly complex organizations.
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.