Assistant Clinical Department Administrator - Department of Psychiatry

The Department of Psychiatry at University of Iowa Health Care is seeking an Assistant Clinical Department Administrator.  This position will lead and manage the administrative, operational, and business functions of multiple areas within the Department of Psychiatry.  The position will lead and guide functions to assure that clinical operations and business functions are delivered effectively and efficiently, while working with a diverse faculty and staff.  Partners with leadership to evaluate and establish operational practices, programs, and services to support the Department’s financial, growth, and strategic priorities. Assists with budget development and submission into Strata system. Develops department wide policies, procedures, and guidelines to ensure compliance with regulations, control expenditures, and to streamline processes. This individual will have primary responsibility for clinician schedules in QGENDA, including creating productivity dashboards and overseeing the effort reporting of the department of Psychiatry providers. 

University of Iowa offers competitive salary, excellent benefits, and a collegial professional environment.   University of Iowa Health Care has been recognized as one of the best hospitals in the United States and is Iowa's only comprehensive academic medical center and regional referral center.  We are committed to providing patient-focused care—available to every person, around the clock—in an environment devoted to innovative care, excellent service, and exceptional outcomes.

About the University of Iowa, Department of Psychiatry

Characteristic Duties and Responsibilities

Human Resources
•    Supervise departmental administrative staff
•    Benchmark, develop, recommend, review, and monitor staffing models in conjunction with departmental administrator and HR Representative. Oversee hiring, development and management of the performance of department administrative support and ensure adequate staffing, support, training and development of personnel.
•    Maintain effective working relationships with faculty, staff, students, and the public.
•    Provide mentorship, development, and training opportunities for administrative support staff within the department.  Provide advanced development opportunities and mentoring for staff interested in career development and scope expansion.
•    Engage in personnel issues, including hiring, investigations, discipline, and termination, in conjunction with departmental human resources for relevant areas of oversight and management.
•    In conjunction with Vice Chair of Clinical Operations and lead APP, lead recruitment of Advanced Practice Providers.

Financial Management
•    Assist in budget development for units of responsibility (including clinic visits and revenue) in conjunction with Department Administrator, offsite clinic management, and finance staff. Create systems for effective implementation and monitoring. May have responsibility for revenue generation, including plans for growth, which requires understanding of patient revenue processes, research funding, state appropriations, and/or other funding models.
•    Identify opportunities for administrative operational improvement across departmental missions including clinical, education and research.  Provide direction and support for creative solutions.
•    Provide data analysis regarding clinical operations, productivity metrics, financial metrics and strategic benchmarks to ensure operational, financial and strategic initiatives are being achieved.
•    Provide financial oversight of unit expenses, clinical billing and charges, and revenue for the entire revenue cycle.  Engage in appropriate follow-up regarding coding and or billing discrepancies and variances.  Develop mechanisms by which expenses can be managed, maintained, or decreased within budget cycles and over time.
•    Utilize clinical informatics data to engage with departmental and hospital clinical care providers in support of operational improvements to patient care delivery.
•    Serve in an advisory capacity to the Clinical Department Administrator in planning clinical and fiscal operations.

Patient Care/Services Delivery
•    Research, develop, and implement best practices to improve care delivery across units and multiple practice sites. Work with other departments, including IRL and UI Community Clinics, on implementation. Collaborate with department executive leadership team (DEO, Administrator, Vice Chairs), clinical faculty, and medical directors regarding care and/or service quality/ delivery.
•    Develop and monitor plans to enhance patient satisfaction across clinical sites.
•    Act as a liaison for the patient and clinical Psychiatry services, resolve concerns and complaints in a timely manner as directed by the Clinical Department Administrator, in conjunction with care providers.

Planning and Goal Management
•    Collaborate with Vice Chairs in the development of strategic plans, implementation of strategic plans, and monitoring progress.
•    Develop initiatives to improve operational efficiency within departmental business functions, as well as clinical operational efficiencies, analyze the impact of operational initiatives, and manage outcomes.
•    Collaborate with physician leadership in the identification, proposal and implementation of new programs and services.

Communication/Collaboration
•    Coordinate communication and support collaboration among staff, medical staff, and healthcare leadership. 
•    Model and promote system change across the department and locations to promote professional conduct and behavior of the highest integrity, exhibiting the utmost respect for all members of the University community; demonstrate consistency of action and purpose with unquestionable forthrightness.
•    Communicate expectations and provide support and resources that are in alignment with the vision and strategic plans of the Department, UIHC and University to foster creativity and innovation in the workplace.
•    Model and actively promote a culture of Service Excellence.

Project Management
•    Lead and coordinate strategic projects for the Department; provide management support and services.
•    Collaborate with leadership to facilitate success of projects.
•    Develop operational and/or clinical knowledge necessary to ensure adherence to internal and external requirements relevant to the project.
•    Identify and assemble project team, as needed; determine roles and responsibilities; identify resources; and develop project milestones and timetables to ensure timely execution of project.
•    Estimate costs and develop project budget.
•    Identify barriers, gaps or risks to be addressed with leadership.

Metrics and Reports
•    Identify method for collection of data for established metrics; facilitate data collection.
•    Review and analyze data; evaluate progress against project goals.
•    Provide status reports to project team and leadership.

Percent of time:  100%, full-time
Classification:  Healthcare Services Supervisor/Assistant Manager, PVB1
Pay Grade:  5A
Position type:  Professional and Scientific