Administrator and Director of Nursing

Summary of Responsibilities

This position will oversee the daily operations of the Center and work with the related professional offices and SCA Health to ensure its financial success and to maintain the Center’s premier reputation within the community. This position reports directly to the Board of Managers (BOM). The Administrator will be responsible for the front office operations including scheduling, patient registration, proper billing of insurance plans and transmission of data to the external billing company. The Administrator is also responsible for the clinical setting and will manage entire operations of the facility, including all of the staff at the facility. This position is responsible for nursing services, daily clinical staffing and the efficient flow of patients through the endoscopic experience. In addition, the Administrator will oversee all financial aspects of the Center including purchasing and payroll, adherence to budgets, review of monthly financial data and ensure that all policies are followed. He/she will also be a member of the Endoscopy Center Executive Committee and Risk Management, Infection Control and Safety Committees. The Administrator will be responsible for organizing/managing all manuals and studies necessary for continued certification and accreditation, maintaining appropriate documentation. He/she will function as a working Nursing Manager, taking on the role of admitting nurse, procedural nurse or recovery room nurse, as needed.

Responsibilities:

The duties and responsibilities of the Administrator include, but are not limited to:

Fiscal Responsibility

A. Assists with preparation of annual budget.

B. Monitors payroll and benefits programs for accuracy, timeliness, cost-effectiveness, and compliance with state and federal regulations.

C. Reviews monthly financial statements and explains variances against budget.

D. Reviews monthly Accounts Receivable data including productivity, collections and aging of accounts and makes suggestions to improve results.

E. Implements cost effective measures when appropriate

F. Staffs the Center as efficiently as possible when there are known down-times (vacations, etc.)

Front Office Oversight

• Supervises and trains front office staff on the billing software.
• Monitors operations regularly to ensure timely and accurate completion of registration/demographic/insurance data for billing and authorizations are entered correctly into the billing system.
• Monitors the appointment scheduling regularly to ensure that appointments are scheduled efficiently and confirmed.
• Performs Patient Services Coordinator duties as a backup during vacation time or lunch, as required.
• Works cooperatively with the professional office staff to develop and improve procedures to facilitate scheduling of appointments and exchange of information.
• Ensures audits are completed by Front Office Coordinator at the end of every working day, checking for accuracy and completeness. Any incorrect information is returned to the front office personnel for corrections.

Billing Liaison

• Responds to inquiries and works cooperatively with the PE billing company.
• Answers basic questions from patients regarding services, insurance payments and the patient’s financial responsibility for services provided.
• Troubleshoots and corrects any problems due to incorrect data submission. Works with the billing company to resolve any problems.
• Responds to patient inquiries involving monies owed and follows through until claim is resolved.

Clinical

A. Determines and schedules appropriate staffing assignments to support the flow of patients through the procedure area. Keeping in mind patient care needs and budgetary constraints, discusses changes in staffing with the Administrator.

B. Completes competency worksheets during the employees’ introductory period (To be done within 30 days), keeping the employee aware of their successes and areas that need improvement.

• Acts as the onsite expert in clinical skills, being a resource for other staff members and performing one on one teaching as needed to enhance the learning of new skills.
• Monitors the daily flow of patients making recommendations for efficiency or customer service. Conducts ongoing room utilization studies.
• Acts as the Medical Records Supervisor, who has overall supervisory responsibility for the entire medical record system. Acts as onsite expert for the electronic medical record and dictation system, assisting the Physicians and staff in learning the system and troubleshooting problems.
• Plans in-services for the clinical staff that expand their knowledge of GI procedures, and the equipment used during these procedures.
• Assures compliance to all clinical policies and procedures, and bringing to the attention of the Medical Directors any problems with Physician or staff compliance.

Supervision of Staff and Payroll

• Daily supervises front office staff/charge nurse and other Center staff.
• Manages the hiring process. Ensures that all new hire forms, verifications, and screening is completed correctly and submitted to PE in a timely manner.
• Conducts and documents disciplinary actions, as necessary, in consultation with PE for all Center staff.
• Conducts employee evaluations annually, and as needed, for all Center staff.
• Recommends salary changes, documents personnel changes and submits completed paperwork in a timely fashion. Responsible for 90 Day Introductory evaluations and the annual performance appraisal.
• Submits all personnel changes on a timely basis.
• Monitors and approves timesheets and Time & Attendance System for all staff and prepares time summary for all employees; submits accurate time summary to PE for biweekly payroll by predetermined due date/time. Ensures that hours in the Time & Attendance System are correct and this verification is completed by the predetermined due date/time.
• Ensures that policies are adhered to concerning the accrual and usage of PTO (Paid Time Off).
• Ensures that center adheres to state, federal, local labor laws, that all required Labor Posters are hung in conspicuous areas.
• Ensures that all Policies and Procedures are explained to staff and that these policies are followed.
• Conducts regular staff meetings and maintains meeting minutes for these meetings.
• Formulates staff reward programs, documents achievements and demonstrates a positive attitude and strong leadership for the staff.

Purchasing

• Matches all approved packing slips with invoices.
• Approves and codes invoices for payment and submits to PE for payment.
• Monitors and tracks all returns to ensure that Company receives the appropriate credit
• Orders all office supplies and maintains general office supply inventory.
• Assists clinical staff with ordering of the clinical supplies. Ensures that order is within budget/contract that was negotiated.
• Maintains permanent files for all contracts and leases (e.g. office cleaning, laundry, alarm, etc.) and obtains preliminary information for all new contracts. Approves new contracts within assigned fiscal guidelines or submits to PE for approval.
• Formulates cost effective measures and implements such within fiscal guidelines or submits to PE for review/approval.

Miscellaneous Duties

• Responsible for the overall operations of the Center.
• Closes the Center at the end of the day when necessary, locking the Medical Records cabinetry, and securing all areas prior to setting the alarm.
• Responsible for ensuring all items on the ASC Operations Checklist are completed and communicated to the BOM.
• Coordinates meetings for the Governing Body and Executive Committees, prepares the agendas and documents each meeting with written minutes.
• When required, initiates a “911” call, and gives information according to policy.
• Performs additional duties as directed (within the scope of training).

G. Assists with the coordination of all Governing Body and Executive Committee meetings. Prepares the agenda for the Executive Committee, after consulting with the Medical Directors. Has the duty of Executive Committee minute preparation and distribution.

• Participates as the clinical team member of the Executive, CQI, Infection Control, Risk Management, and Safety Committees. Assigns staff as needed to these committees. Prepares agendas and writes all reports for these committees.
• Directs the ordering and inventorying of all GI supplies, medical supplies and medications.
• Keeps updated on all GI procedures, through reading and/or attendance at local or national meetings.
• Leads team through any cardiac or respiratory emergency.
• Serves as the Centers Safety Officer and Risk Manager.
• Oversight of all Environment of Care and Life Safety.
• Serves as the nursing team leader during any emergency situation concerning patients.
• Responsible for writing up reports on all Emergency Drills.
• Serves as the Centers Quality Management Nurse/Coordinator and on-site Infection Control Nurse.
• Responsible for updating all manuals in the Center necessary for certification and accreditation, inserting any changes/additions into the manual.
• Conducts chart reviews to check for completeness, and enforces the need for consistency in documentation. Reviews chart review worksheets completed by the nursing staff, making corrections/suggestions as needed.
• Acts as the nursing liaison between the Center, the Physicians and Physicians Endoscopy.
• Functions as a working Nursing Manager, taking on the role of admitting nurse, procedural nurse or recovery room nurse as needed.

U. Oversees medical staff/medical affiliate credentialing program.

V. Maintains confidentiality of medical staff/medical affiliate credentialing files.

Qualifications

A. BS or equivalent college degree and current state RN license and two years of full-time supervisory experience in a health care facility.

B. Prior experience in a Management role, including supervisory experience, with fiscal responsibility in a for-profit healthcare setting preferred, including infection prevention and control services.

C. ACLS certified, with current experience in GI diagnostic procedures. Current membership in SGNA preferred.

D. Familiarity with state, Medicare, AAAHC, and Joint Commission accreditation preferred.

E. Proficient in computer programs including EXCEL, Outlook, and WORD, and prior experience with billing systems/software.

F. A working knowledge of Medical terminology, CPT codes, ICD-9 codes, patient registration, charge entry functions or other billing related experience is preferred.

G. Strong organizational and analytical skills.

H. Excellent verbal and written communication skills.

Job Relationships

A. Reports directly to the Board of Managers.

B. Acts as liaison with Central Billing Office (CBO) to ensure compliance with procedures and the timely submission of billing data.

C. Acts as liaison with the staff of the physician’s professional office to foster teamwork and ensure effective communication.

D. Directly supervises all staff to facilitate the seamless and efficient functioning of the Center.

E. Works cooperatively and communicates regularly with the Medical Director(s) of the Center and all Physicians utilizing the Endoscopy Center.

F. Presents a friendly, courteous, and helpful manner in all interactions with patients, vendors and other offices.

Physical Activities and Requirements

A. Good physical health, capable of working in a demanding environment.

B. Job involves extended hours standing, bending, and stretching with frequent trips to all areas of the Center. May involve long hours at a computer.

C. Able to lift, and carry supplies and equipment as needed. (Up to 15 pounds)

D. Manual dexterity, hearing acuity, and visual acuity are important to the performance of the job tasks.

E. Must speak clearly and distinctly, as there will be extensive interaction with staff, patients and their families and physicians.

F. Jewelry must be kept to a minimum so it does not interfere with procedures.

G. The dress code will be professional business attire and scrub attire as needed.

H. Involves extended hours at a desk/computer with frequent trips to other areas of the facility.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Medical Specialty:

• Perioperative Care
• Surgery

Schedule:

• Day shift

Work Location: In person