Administrative Services Supervisor

Description

JOB DESCRIPTION

Job Title: Administrative Services Supervisor

Reports To: Deputy Director, Care Coordination

Classification: Exempt

Department: Care Coordination Program

Prepared By: Kimberly Lyles

Created/Revision Date: 9/16/2020, 5/4/2022, 1/8/2024.

JOB PURPOSE

The Care Coordination Program (CCP) is an outreach and short-term care coordination program within HealthCare Access Maryland. The Care Coordination mission is to outreach and provide community-based, client focused services to Baltimore City residents receiving Maryland Medicaid Insurance benefits.

The CCP Administrative Supervisor oversees overall referral processes for the Care Coordination Program. Duties include supervision of all administrative staff; responsible for oversight of referral processing, entering and maintaining information gathered from referring entities and the outcome of outreach services.

ESSENTIAL DUTIES

The primary responsibilities of this position are:

· Supervise administrative staff; (3) Referral Coordinators, (1) Admin Team Lead, (3) Admin Assistants

· Work collaboratively with the Admin Team Lead to prioritize and delegate work assignments to the administrative staff as needed

· Oversee referral processing protocols including a telework and/or hybrid model

· Work collaboratively with the HCAM Data Manager to analyze quality of data, identify performance improvement goals for the CCP administrative team, and outreach teams

· Ensure complete and accurate entry of data into the HCAM Electronic Medical Record, E-Clinical Works (eCW) database

· Facilitate departmental training for reporting process and database use

· Serve as the primary contact for CCP team for IT systems support and collaborate with Management and HCAM IT Leadership as needed to report trends and needs of the department.

Additional duties and responsibilities:

· Assist in the completion of reports for MDH, BCHD and other MCH related reporting requirements.

· Compile data from staff monthly reports, comparing with data from eCW database.

· Complete computer data back-up activities.

· Create reports and provide data as needed by request of CCP Management

· Provide eCW tech support to HCAM management team and staff.

Qualifications

ESSENTIAL DUTIES

The primary responsibilities of this position are:

• Supervise administrative staff; (3) Referral Coordinators, (1) Admin Team Lead, (3) Admin Assistants
• Work collaboratively with the Admin Team Lead to prioritize and delegate work assignments to the administrative staff as needed
• Oversee referral processing protocols including a telework and/or hybrid model
• Work collaboratively with the HCAM Data Manager to analyze quality of data, identify performance improvement goals for the CCP administrative team, and outreach teams
• Ensure complete and accurate entry of data into the HCAM Electronic Medical Record, E-Clinical Works (eCW) database
• Facilitate departmental training for reporting process and database use
• Serve as the primary contact for CCP team for IT systems support and collaborate with Management and HCAM IT Leadership as needed to report trends and needs of the department.

Additional duties and responsibilities:

• Assist in the completion of reports for MDH, BCHD and other MCH related reporting requirements.
• Compile data from staff monthly reports, comparing with data from eCW database.
• Complete computer data back-up activities.
• Create reports and provide data as needed by request of CCP Management
• Provide eCW tech support to HCAM management team and staff.

QUALIFICATIONS:

Education, Experience, Certifications and Licensures:

• Bachelor’s Degree preferred, Administration or related field.
• Supervisory experience or experience in a leadership role working with an administrative team with reporting/production requirements
• Strong computer literacy skills, specifically with MS Word, Excel, Outlook, and SharePoint (365)
• Experience working in an electronic medical record database

KNOWLEDGE, SKILLS & ABILITIES

• • Strong understanding of systems and ability to monitor for accuracy.
  • Excellent oral and written communication skills required.
  • Ability to work well with others and motivate people.
  • Good planning and organizational skills with the ability to meet a demanding workload

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk, hear, and respond to customers and employees. The employee frequently is required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to walk and sit. The employee must be able to ambulate 3 blocks or more and sit for extended periods of time. The employee must regularly lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY & HEALTH RESPONSIBILITIES

HCAM is committed to providing and maintaining a safe, secure and healthy work environment for all employees, clients served, volunteers and visitors. As part of this commitment, HCAM has developed safety, security and occupational health policies, practices, and standards.

With this understanding, all employees are required to: Adhere to all local, state and federal safety and environmental codes, ordinances, standards and laws; adhere to all HCAM and local safety plans, policies, practices and standards; be aware of and follow all safety rules of your work site; report any unsafe conditions or accidents to your supervisor; practice standard precautions (formerly universal precautions) at all times, and; participate in mandatory or available safety training.

WORK ENVIRONMENT

While performing the duties of this job, the employee is exposed to both indoor and outdoor conditions. The employee will be subject to noise

In compliance with Maryland's wage transparency requirements, the compensation for this position includes a base salary range of $53,000.00- $55,000.00 per year. Additionally, the benefits package includes vacation, sick, personal, and mental health leave, a 403(b) retirement plan with employer match, medical, dental, life, short-term and long-term disability insurance, company-paid life insurance, voluntary life insurance options, Health Savings Account (HSA) and Flexible Spending Account (FSA) options, and a voluntary emergency savings fund with employer match.

Hybrid work environment- a flexible work model allowing employees to work a blended schedule at remote and in-office locations.

Our Culture:

HCAM is dedicated to fostering diversity, equity, and inclusion in our commitment to support our employees and the Marylanders we serve.

HCAM's DEI Vision Statement: “To be regarded as a leader in equitable access to health care through policy and practices, and a workplace whose culture promotes diversity, values its team, and fosters inclusion.”

Salary : $53,000 - $55,000