Administrative Manager (179)

Massachusetts General Hospital(MGH) - Boston, MA4.3

Receiving general direction from the Division Chiefs and Executive Director for the MassGeneral Hospital for Children provides administrative management for physician practice and administrative activities (operational and financial) of the Divisions of Adolescent Medicine, Pediatric Group Practice and Charlestown Pediatrics and administratively represents pediatric Primary Care for the Department of Pediatrics in collaboration with the MGHfC Medic Director and Executive Director. Works with the physicians and other staff members to ensure a quality-based, customer-oriented flow of work. Provides administrative management for day-to-day operations and programmatic development. Possesses a thorough knowledge of current Joint Commission, HIPAA standards and other regulatory requirements. Drawing on a broad understanding of hospital and physician group practices and policies, and displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician and departmental leadership to continually assess and direct a wide range of issues, including operational, personnel and financial management, facilities and systems issues, programmatic development, long-range planning, and project development.

The incumbent may delegate assignments as necessary, but is ultimately responsible for ensuring that each of the functions listed below is achieved.


Manages Day-to-Day Practice Operations
Responsible for the overall administrative and clinical operations for the assigned divisions within the Department of Pediatrics. Partners with clinical leaders to ensure effective coordination and project management of divisional initiatives including process improvement.
Assists Division Chiefs and Executive Director in establishing Division policies and procedures. Evaluates, initiates, and implements various systems and procedures and revises them as necessary to maximize efficiency.
Coordinates with Partners Information Resources Department to arrange for hardware/software installation, troubleshooting, system access, etc.; Serves as resource for Division members for questions related to information systems.
Responsible for all activities related to Epic eClinical upgrades and optimization initiatives across assigned divisions. Serves as lead and point person for Epic related initiatives related to Cadence, eClinicals and all other related modules specific to the needs of the Divisions.
Oversees the processes for purchasing, reimbursement, and other business office functions.
Conducts regular Division staff meetings to ensure dissemination of information and solicit input from all staff members related to policies and procedures, day-to-day operations, etc.
Participates in monthly MGHfC Manager meetings, MGHfC Quartlerly Human Resource Meetings, MGHfC Ambulatory Operations Lead Team Meeting, and other meetings as necessary.
Works with Chiefs and Executive Director to coordinate renovation projects in Division space.
Serves as point person for Division environmental issues related to repairs, cleaning, directories, signage, security, etc. Includes initiating requests for maintenance of the physical environment for all practice locations.
Ensures full compliance with all Joint Commission, DPH, CMS, OSHA and HIPAA standards for assigned divisions. Promotes Excellence Every Day
Establish and enforces fire and safety regulations, following established protocols, and ensuring compliance with all hospital guidelines and policies.
Serve as Safety Supervisor specific to the ambulatory practice site to include site surveying, inspections, mock drills, employee incident reports.
In collaboration with the Chief and Executive Director, develops and supports outreach activities, business plan development, marketing plan development and /or expansion of services into community settings.
Quality & Safety
Participate in the development of quality dashboards for performance improvement, utilizing patient experience domains. Divisional reports prepared and shared with faculty and staff on a quarterly basis at a minimum.
Evaluate patient experience survey results, identify opportunities for improvement and implement actions to address domains such as Informed of Wait Times, Staff Helpful and Staff Courteous, et al.
Lead patient satisfaction initiatives for each assigned division in collaboration with ED and Division Chief.
Develop patient satisfaction action plans to address survey findings including strategies for staff interactions.
Financial and Data Related Responsibilities
Work with the Chiefs and Executive Director to develop annual operating and capital budgets for all MGPO and GH funds within the Divisions.
Monitors and analyzes monthly services statistics. Responsible for variance reporting and explanation.
Prepares and presents various statistical reports, cost analyses and budget justifications.
Monitors MGPO and GH funds within the Divisions.
Ensures that payment of invoices and reimbursements for travel and other out-of-pocket purchases are prepared and processed according to institutional policies. Prepares Purchase Orders as needed.
Coordinates with Accounts Payable, Research Finance, Payroll, and other departments as needed for resolution of errors or identification of charges.
Meets routinely with the physician leaders and Executive Director regarding service finances and statistics.
Review and analyze monthly/annual practice expenses including overtime, temporary staffing, outside services, supplies, etc to ensure adherence to budget. Prepares budget variance reports on a monthly basis, reporting on overages in expense categories
Reviews statements with each physician/group and recommends and implements measures for cost containment as appropriate.
Works with Executive Director to approve all capital purchases.
Oversees billing practices.
Works with physicians and administrative support staff to establish “front-end” procedures incorporating best practices (scheduling, co-pay collection, charge capture, etc.) and facilitate efficient billing practices; monitors and tracks services; ensures capture and timely submission to billing service of all services provided. Continually reassess the operation to enhance these processes.
Meets monthly with billing liaison and oversees activities of billing service to ensure timely/maximized collections.
Works with Physicians, Professional Billing Office, GH Billing team, and Executive Director to routinely review practice fee schedules relative to marketplace third party reimbursements to ensure that revenues are maximized and practice fees are consistent with marketplace.
Works with the GH and PBO billing teams to develop and implement billing processes for new services and non-covered services
Analyzes billings data (IPort, EPIC, etc.) to
Identify trends and areas of opportunity/liability.
Ensure daily processing has completed
Serves as a liaison to the MGH/MGPO Compliance Office; monitors compliance with all documentation requirements.
Maintains office cash collection procedures.
Tracks physician activity and revenues for services provided in all locations.
Works closely with the Director of Finance and the Division Chiefs around the physician compensation plan reporting, salary planning, and communication.
Provides data support for quality related efforts within the Division
Personnel/Supervisory Responsibilities

Provides direct supervision to and is responsible for the conduct, operations, and results of the administrative support staff, medical assistants and ambulatory nursing staff.
Coordinates with Human Resources for the interviewing, hiring, training, mentoring, and disciplining of all service personnel (group practice, laboratory, and clinical units).
Assigns and prioritizes workloads; evaluates and standardizes office procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of Hospital and Departmental policies and procedures. Ensures that physicians are apprised of issues related to the support staff.
Reviews salary and wage issues. Works with Executive Director and Division Chiefs to evaluate performance and develop and implement pay-for-performance plans; Provides corrective action as necessary; Ensures that all service performance evaluations are performed in a timely manner and in compliance with Hospital and Departmental pay-for-performance plans.
Serves as Division resource for issues related to professional and non-professional staff benefits.
Manages Weekly Payroll through Kronos.
Reviews individual time records; Ensures that number of regular and overtime employee hours utilized by service does not exceed budgeted/appropriate levels.
Approves time off requests and ensures adequate coverage for areas of responsibility.
Supervises Timekeeper and maintenance of associated records (earned-time cash outs, employment letters, etc.).
Coordinates with Human Resources, MGPO Office, Executive Director, Payroll, and Research Finance Offices for processing of all employee changes in Peoplesoft Manager Self-Service.
Assists with recruitment of all professional staff (for physicians, fellows, post-doctoral fellows, nurse practitioners, etc.)
Drafts and places advertisements, coordinates interview arrangements, ensures that search process complies with Harvard Medical School guidelines and prepares associated reports, assists with relocation plans, and prepares offer letters, contracts, and recruitment financial analyses.
Oversees the preparation and processing of all professional staff appointment paperwork, visa applications, and credentialing materials.
Oversees the preparation of acceptance letters, appointment packets, and visa applications and retains appropriate copies of materials sent.
Follows-up with applicants, Corporate International Office, Payroll, etc. to ensure timely completion.
Ensures that physician information is provided to and routinely updated with the Physician Referral Service, on the website and with the Medical Staff office in collaboration with the credentialing coordinator.
Facilitates completion of physician TEFRA reports as appropriate.
Facilitate regular staff meetings and special trainings and ensures necessary competencies are evaluated and maintained for all staff.
Oversees Provider Credentialing/Managed Care Applications
Ensures maintenance of current physician credentialing, including DEA certificates, license renewals, professional liability certificates, participation status/provider numbers with the various managed care plans, UPIN numbers, social security numbers, CV’s, etc.
Assists in developing business plans for the Divisions, centered on program growth and expansion including Telemedicine programs in conjunction with the Chiefs and Executive Director.
Participates in monthly Pediatric Primary Care Team Leader Meetings and initiatives as well as departmental pediatric primary care projects and population health efforts.
Represent pediatric primary care on behalf of the department when appropriate on committees and in meetings on topics impacting the pediatric primary care practices,

Performs/coordinates special projects for the MGHfC as may arise from time-to-time.

Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.
Quality Assurance: Skills to work efficiently and effectively and strive to do so in all aspects of position. Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor service statistics, manage patient flow and "front desk" operations, coordinate space and infrastructure issues, and ensure effective coordination of training programs. Ability to engender these skills among staff.
Personnel Management: Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction and development to staff.
Professional knowledge: Extensive knowledge regarding financial, operational, research, and physician practice management, business planning, project management etc. Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems.
Leadership: Ability to identify issues/projects and initiates plans to address; Demonstrates forthrightness and integrity. Ability to develop a common vision for diverse constituents, communicate effectively, sell ideas, and take ownership and responsibility for activities.
Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets, manage "front-end" billing, and review and address billing statistics and issues to ensure revenue maximization. Ability to ensure timely submission and review of budgets and performance evaluations.
Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
Analytical Skills: Ability to conceptualize and conduct complex analysis (financial and operational).
Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.
Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology.
Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, spreadsheets, OR Scheduling, and other office management systems).
Safety/Compliance: Knowledge in all aspects of safety and ability to ensure a safe environment for staff and laboratory subjects.


Bachelor's Degree Required, Master's Degree Preferred in business or healthcare

Minimum of 5 to 7 years of directly related healthcare experience; Minimum of 2 years of prior supervisory experience.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

Primary Location
: MA-Boston-175 Cambridge - MGH
Work Locations
175 Cambridge - MGH
175 Cambridge Street
Boston 02114
: Professional/Managerial
: Massachusetts General Hospital(MGH)
: Full-time
Standard Hours : 40
: Day Job
Employee Status
: Regular
Recruiting Department : MGH Pediatrics
Job Posting
: Dec 5, 2018