Administrative Director

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Under the oversight of the Executive Director (with additional direction from the Division Chairs), the Administrative Director is responsible for the daily management of business operations for assigned divisions across all practice locations, such as Burlington, Peabody, Lexington, and additional off-site locations. In conjunction with the Medical Leadership, responsible for implementing and maintaining quality and performance standards for all facets of the practices, and monitoring patient and staff satisfaction to ensure high quality, patient-centric care is provided. Assist with maintenance and ongoing development of the annual budget and is responsible for the optimization of revenue cycle, clinical workflows, and provider productivity. This role serves as the principal liaison between clinical, administrative, and financial teams, producing effective collaboration to meet budgetary goals, divisional growth, and operational excellence.Works very closely with Medical Leadership, and reports directly to the Executive Director.

Job Description:

Essential Duties & Responsibilities including but not limited to:

Administrative/Operational
1.    Oversees the operation of the ambulatory clinics and manages staff including nurse/operations manager, administrative and nurse supervisors and other application divisional management positions. 
2.    Provide feedback, recognition, and support for the team. Evaluate training needs and coordinate ongoing staff training and education.
3.    Principal liaison with all clinicians to ensure their satisfaction with the administrative and financial support of their practice.  Monitor clinical workflows to ensure best practices are followed in patient care, documentation, coding, and medical record maintenance.  
4.    Collaborate with clinical teams to monitor workflows, schedules, and patient experience, implementing strategies to deliver high-quality care in a cost-efficient manner.
5.    Work with patient access, administrative staff, and clinical teams to ensure accurate provider templates, effective patient scheduling and efficient clinic flow. Manages assignment of clinical providers to all practice locations and ensures all clinical shifts are covered and QGenda or AMION scheduling software reflects the most up-to-date assignments. Helps oversee and manage provider time away process.
6.    Participate in the recruitment and onboarding processes for administrative staff and clinical providers, including orientation programs. Address staffing issues, making adjustments based on operational needs, and ensure compliance with personnel policies. Conduct performance evaluations and administer merit salary increases in accordance with established standards.
7.    Forecast and address needs related to personnel, supplies, equipment, training, and contract management. Assist in negotiating and managing contracts for services within assigned divisions.
8.    Informs senior management of any site/divisional problems.  These may include but are not limited to safety, equipment, staffing, medical staff and interpersonal problems.
9.    Counsels, disciplines and follows appropriate management expectations for direct reports.
 

Fiscal
1.    Oversee the revenue cycle in assigned divisions, ensuring accurate charge capture, billing, insurance verification, and co-pay collection to optimize financial performance.
2.    Regularly review and analyze operational and financial performance data, providing leadership with reports highlighting key performance indicators and opportunities for strategic growth.  
3.    Manages physician productivity by ongoing monitoring of productivity metrics (e.g. charge submission and wRVU reporting) to ensure alignment with budgeted target. Provide feedback and collaborate with division chairs on physician financial incentive programs. Address productivity, performance, or behavioral issues and respond to physician concerns as needed.
4.    Works with Division Chair to set performance expectations for all staff in conformance with applicable policies and expectations.
5.    Assist with maintenance and ongoing development of annual operating budgets for assigned divisions, ensuring alignment with organizational strategic goals. Assist in capital budgeting, prepare cost/benefit analyses, and ensure optimal resource allocation while maintaining high quality patient care.  
6.    Monitor the physical plant to ensure the maintenance of an appropriate environment. Identify construction, remodeling, redecorating or relocation requirements.  Perform a cost assessment, vendor selection and negotiate terms/conditions of leases, construction arrangements and equipment purchases.
7.    Create awareness of physician group budget process, productivity/ revenue projections, and ongoing involvement in assessment of revenues and expenses.   Work to minimize overtime expenses and maintain budget levels.

Strategic
1.    Collaborate with executive leadership and division chairs to define and implement strategic plans for divisional growth, market share expansion, and improved financial performance.  
2.    Regularly review patient experience data to measure patient satisfaction and implement corrective action as needed to ensure patient-centered care is provided.  
3.    Maintain contact with local community resources to develop the practice and identify growth opportunities.  Suggests marketing and advertising strategies for practices to elevate LHMC’s reputation as a preferred healthcare provider.  Seeks out and follows-up on opportunities to increase awareness of new physicians and practices throughout the communities served.
4.    Develops programs and processes to ensure compliance with healthcare standards and to meet quality patient care initiatives.
5.    Participates in divisional and/or interdepartmental quality improvement activities.
Incorporates Lahey Hospital and Medical Center Guiding Principles, Mission Statement and Goals into daily activities.  

Incorporates Lahey Hospital and Medical Center Guiding Principles, Mission Statement and Goals into daily activities.
1.    Performs other tasks and projects as requested by Executive Director and Division Chairs.
2.    Complies with all Lahey Hospital and Medical Center Policies. 
3.    Complies with behavioral expectations of the division and Lahey Hospital and Medical Center.
4.    Maintains courteous and effective interactions with colleagues and patients.
5.    Demonstrates an understanding of the job description, performance expectations, and competency assessment.
6.    Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
7.    Performs all other duties as needed or directed to meet the needs of the department.
8.    Treats staff with dignity and respect.
9.    Works as a role model for staff by exhibiting professional and ethical behavior.  Fosters a positive attitude in the department and promotes high colleague morale.
10.    Problem solves in a timely and diplomatic manner.  Works collaboratively to improve processes within the department and organization.
11.    Participates in and successfully completes all assigned Mandatory Education and any other regulatory requirements.

Minimum Qualifications:

Education:   Bachelor's in Business Administration, Health Care Administration or related area of study and 5 years of directly related experience in a hospital or health care setting.  Master's in business administration or health care or related field, preferred.

Licensure, Certification, Registration:  None required.   

Skills, Knowledge & Abilities:     Strong knowledge of managerial and budgetary practices.  Excellent personnel management skills and demonstrated ability to provide leadership.  Strong emotional and social intelligence. Strong approach and commitment to cost containment.  Skills in critical judgment and thinking. Strong project management skills. Exceptional written and verbal communication skills.  Must be a self-starter, able to work with minimal supervision and direction.  In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards. Must possess high potential to take on more responsibility and be ready for the possible growth of this role into a more senior position.

Experience:     Minimum of five years management in an academic medical center setting or equivalent.

Scope/Impact Statement:   Staff is kept informed of policies. Structures are in place for communication.  Knows when to involve the Executive Director/Division Chairs.  When resolving Employee Relations Issues, provides necessary intervention to allow for the best possible outcome for the employee and the Organization.  Demonstrates improvement strategies through new processes or proposals.  Demonstrates a clear understanding for the budgetary process.
 

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. Learn more about this requirement.

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Equal Opportunity Employer/Veterans/Disabled