Administrative Manager Senior

Michigan, United States
05 Oct 2018
End of advertisement period
15 Oct 2018
Contract Type
Full Time

Job Summary

Michigan Medicine Primary Care delivers comprehensive patient centered care to patients of all ages. This position has dedicated effort to provide administrative leadership and operations management to the Briarwood General Medicine Ambulatory Care Unit (ACU) which is a large, complex outpatient operation delivering care to a panel of 12,000+ adult patients. Additionally, dedicated effort will be to guide, implement and support general primary care service line operational initiatives at Michigan Medicine.


Briarwood Medical Group Administrative Leadership (Estimated 75% of Role):

Supervision and Staff Management:

  • Supervision and direction given to operational administrative and clinical staff leaders and engagement in their professional development
  • Global supervision over all direct and indirect reports in the ACU
  • Staff selection, on-boarding, scheduling, evaluation and performance planning, professional development, FMLA, discipline
  • Regularly analyze staff requirements and patterns of staffing based upon needs and benchmarking data
  • Develop and oversee policies to recognize and incentivize staff excellence

Clinical Operations:

  • Oversee and regularly analyze clinic workflow optimization including referral management, scheduling, check-in, MA workflow, staff interface with providers, check-out, and call activity
  • Assist in operationalizing clinical research activities
  • Direct the use of facilities including hours of operation and space allocation
  • Oversee policies to ensure efficient and appropriate room utilization
  • Collaborate with the Medical Director to identify, plan, and direct necessary facility improvements
  • Collaborate with the Medical Director to oversee policies and resolve issues concerning staff and/or faculty utilization of facilities, equipment, and supplies
  • Partner with the Medical Director to ensure clinical provider scheduling is consistent with UMMG operational principles
  • Regularly review ACU processes to ensure on-going compliance

Communication and Patient Care/Safety Oversight:

  • Develop and oversee policies to ensure patient satisfaction including analysis of patient and family feedback and corresponding action plan development and implementation
  • Address and follow-through with patient/family feedback and complaints including implementation and ongoing evaluation of appropriate process improvements
  • Develop and oversee policies to ensure safety within the ACU (including physical structure, staff emergency readiness, etc.)
  • Attend and provide leadership within the ACU Leadership and Site Leadership Meetings
  • Collaborate with the Medical Director and Nurse Manager to review PSRS (incident) reports and ensure appropriate follow-up
  • Collaborate with the Medical Director to establish and enforce ACU provider on-boarding policies (ensure adequacy of resources including rooms, schedule and staff including proper orientation to clinic)
  • Foster collaborative environment by nurturing team-based care in a positive collegial and professional manner

Financial Responsibility and Fiscal Oversight:

  • Prepare, monitor, and manage billing and other fiscal activities including the monitoring of charges and collections, and initiate corrective action where needed
  • Prepare a quarterly financial report for review by the Medical Director including the identification of cost reduction and revenue optimization opportunities

Leadership and Development:

  • Participate in the development of an ACU mission statement and support the mission statement principles in the administration of managerial duties
  • Develop and communicate interpretation of Michigan Medicine/UMMG/ACS policies to staff, faculty, and outside agencies/groups as needed
  • Participate actively and provide data, action planning and other administrative leadership to the weekly and monthly ACU Operations Meetings
  • Identify opportunities for quality improvement, and carry forward quality improvement, in all areas of ACU operations
  • Collaborate with the Medical Director(s) to establish and enforce standards and policies regarding ACU funding requests including formal collaboration with HR business partner

UMMG Primary Care Service Leadership (Estimated 25% of Role):

Primary Care Service Activities:

  • Engage Quality Analytics and institutional IT partners to build and evolve population health and clinic leadership management tools in support of and optimization of the Michigan Medicine Primary Care Service Delivery model as directed by Primary Care Leadership 
  • In future years, this position may engage operations oversight role over additional primary care ACUs to support effective engagement of the primary care service line across the enterprise
  • Serve as active Primary Care Leadership committee member and connection to institutional primary care operation and practice transformation initiatives, ensuring service line and primary care ACU operations’ alignment with and direction received from primary care leadership governance
  • Act as an administrative partner to Primary Care Leadership Council, Population Health and Ambulatory Care Services
  • Engage population health and practice transformation initiatives as guided by primary care service line leadership
  • Assess, initially and then ongoing, primary care operation care team roles and responsibilities, and visit cycle workflows at Briarwood Medical Group.  Develop and implement approved optimal state care team roles and responsibilities specific to primary care service with intent to implement more broadly across primary care; support implementation/translation of optimal care team and visit cycle workflows across primary care service line/ACUs

Required Qualifications*

  • Bachelor’s degree in Management, Business Administration, Healthcare Administration, or an equivalent combination of related education and experience
  • Extensive Michigan Medicine Healthcare Administration experience including a thorough understanding of the institutional strategic plan and primary care service line engagement in the plan
  • Ambulatory operations experience
  • Demonstrated ability to envision and develop clinic operation management tools in support of primary care leadership and ACU leadership needs.
  • Knowledge of and experience implementing Primary Care Leadership strategic principles and operational initiatives
  • Demonstrated effective written and oral communication, problem solving skills and customer service approach
  • Demonstrated ability to work independently and as a part of a collaborative group with a commitment to building teams and working relationships across all levels of the organization; faculty and staff
  • Demonstrated competence in leadership and management
  • Demonstrated ability to evaluate and make changes to process, toward continuous quality improvement
  • Demonstrated ability to prioritize and complete tasks in a timely manner
  • Ability to lead large group meetings in a professional and productive manner
  • Expert computer skills
  • Proven ability to envision, create and rollout meaningful operational reporting dashboards and tools relevant to population health and primary care clinical practice management
  • Previous supervisory experience

Desired Qualifications*

  • Master’s degree in Management, Business Administration, Healthcare Administration, or an equivalent combination of related education and experience
  • Demonstrated ability/experience to engage population health strategies in primary care outpatient operations
  • Experience with Lean, Michigan Quality Systems
  • Familiarity with Michigan Medicine and departmental policies and procedures
  • Familiarity with University of Michigan Medical Group and Ambulatory Care Services operating principles and standards
  • Experience using MiChart/EPIC electronic medical record

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act.

Mission Statement

ACU Mission Statement

As a team, we will 1) support the delivery of high-quality medical care, 2) maintain a safe environment and always be courteous to patients and their families, 3) demonstrate respect for each other and foster collaboration and professional development, and 4) responsibly steward the resources of the ACU and the medical center.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.