Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following Clinical Administration duties: Long-term strategic planning, determines strategic issues and opportunities that could affect practice success, prioritizes and tracks investments across practices, allocates resources and makes decisions regarding practice growth, and develops need to accomplish the practice's vision.   A management role that supervises employees focusing on tactical, operational activities within a specified area, with the majority of time spent overseeing area of responsibility, planning, prioritizing and/or directing the responsibilities of employees. Goal achievement is typically accomplished through performance of direct and/or indirect reports.  A role that manages experienced professionals who exercise latitude and independence in assignments.  Responsibilities typically include:  policy and strategy implementation for short-term results (1 year or less), problems faced are difficult to moderately complex, and influences others outside of own job area regarding policies, practices and procedures. 

Job Overview 

This position is responsible for the oversight, review and improvement of business operations.  Seeks to improve overall performance by carrying out the annual business plan.  Seeks to improve workflow, efficiency, accuracy, reimbursement, and overall business performance through operation enhancements and/or modification. This position is also responsible for supervising all business functions and activities to ensure efficiency, growth, professionalism and high quality of care are delivered to all patients and staff. Works closely with leadership to communicate and support the philosophy and policies to facilitate effective rapport with all customer groups and to ensure consistency throughout the system.  

Job Description 

Minimum Qualifications: 

1. Master's degree in Business, Healthcare Administration, or related area AND Five (5) years of related leadership experience OR;

Master's degree in Business, Healthcare Administration, or related area AND Completion of an Administrative Fellowship OR;

Bachelor’s degree in Business, Healthcare Administration, or related area AND Seven (7) years of related leadership experience OR;

High School Diploma or equivalent AND Eleven (11) years of related leadership experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Develops, recommends and monitors the operating budgets for the practice and for hospital operations, and for effective variance reporting and corrective action to ensure conformity with the budget.  Assist in the development of the capital budget. Prepares cost/benefit analyses. 

2. Maintains appropriate financial/statistical performance data, and produces meaningful reports to monitor, evaluate, and improve financial and operational performance. Provides leadership with appropriate information as the basis for sound business decisions.  

3. Ensures efficient and accurate capture of charge entry, patient information, billing support, and co-pay collection procedures for the billing of all physician services as well as hospital charges in all clinics. Coordinates with hospital Patient Accounts as well as the Foundation. Ensures that nursing and physician staff is effectively oriented on new billing codes and procedures. 

4. May oversee grants and contracts administration for research programs (pre and post-award) for tracking proper allocation of revenues and expenses. Collaborates with management and staff in other areas such as Research Finance and Research Administration. 

5. Develops and carries out cost containment strategies. 

6. Serves as liaison between administration and the business operation to resolve various financial and operational issues.  

7. Ensures and supervises procedures for the scheduling of patient treatment visits for the most efficient utilization physician time, clinic space and for efficient patient flow. Ensures distribution of schedules to physicians and staff. Ensures quality customer service. Ensures patients and visitors are greeted promptly. 

8. Ensures systems to support the efficient scheduling, selection, utilization, and integration of medical Residents and Fellows within the practice.   

9. Ensures smooth efficient scheduling and effective operations of assigned clinics.  Oversees daily activities.  Works with physicians, clinicians and allied professionals to monitor and analyze workflow and work schedules and patient satisfaction/level of service, and to develop programs for continual improvement.  Fosters the highest quality patient care services in the most cost efficient manner. 

10. Develops and administers programs to achieve a high level of customer/patient satisfaction. 

11. Works collaboratively with management of other departments for the achievement of hospital goals.  

12. Responsible for the development, communication, implementation and supervision of medical practice and hospital policies and procedures for the department. 

13. Coordinates facility management including space planning, equipment/furnishings and maintenance.  

14. Ensures that the policies and procedures for medical record maintenance and completion are fully implemented and monitored as described in the Medical Staff Bylaws and various accrediting and regulatory agencies.  

15. Provides close support to the medical department Chair/Chief(s) to assist in the development and carrying out of the business plan(s) for assigned medical department(s) to foster the achievement of established goals for market share, revenue, budget and patient visits.  

16. Fosters collaboration between physician practice and hospital business plans and activities, and the resolution of issues to support the achievement of common goals. 

17. May play a key role in developing, recommending and administering physician’s financial incentive programs to foster continual improvements in meeting established goals for the medical department service 

18. Maintains an accurate sense of the market. Recommends and administers activities to carry out the marketing plan(s) for assigned medical department(s)/service(s). 

19. Collaborates with Planning and External Affairs to develop and carry out marketing and/or public relations programs to enhance TMC’s image as a healthcare provider of choice for assigned clinical service(s). 

20. Serves as a representative of the medical service(s) to the medical school and various internal and external groups and agencies. 

21. Assists in negotiating and managing contracts for the provision of services at the hospital. 

22. Responsible for coordinating the administrative aspects of medical residency/medical fellow training assignments for those assigned to the practice to include scheduling, record keeping, selection processes, etc. 

23. Collaborates with medical staff and house staff to ensure understanding of the Hospital’s documentation requirements in conjunction with licensing and accrediting agencies. 

24. Ensures the efficient utilization and development of personnel resources through programs for effective orientation, selection, staffing and scheduling, training, development, and morale. 

25. Hires, motivates and supervises staff. Ensures the fair administration of HR programs and policies, to include employee counseling and discipline. 

26. Ensures compliance with JCAHO standards and other relevant regulatory requirements. 

27. Ensures adequate information technology resources for efficient departmental operations, including hardware, software, networking, and telecommunications upgrades. 

28. Maintains collaborative team relationships among subordinates, and with peers and colleagues to foster the group’s achievement of goals, and a positive work environment. Ensures high quality multi-direction communications. 

Physical Requirements:  

1. Normal office setting. 

2. Frequent contact with patients, medical staff, and department personnel. 

3. Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs. 

4. Requires manual dexterity using fine hand manipulation to operate computer keyboard. 

5. Requires ability to see computer screen and reports. 

Skills & Abilities: 

1. Broad knowledge of a clinical enterprise with some depth in the areas of inpatient and outpatient care covered by this role. 

2. Management, leadership and interpersonal skills adequate for the effective operations management of medical clinics. 

3. An excellent foundation of healthcare systems operations/office administration to include computer skills with systems configurations and software, accounting, grants administration, business office processes, scheduling, payroll administration, etc. 

4. Ability to assist clinical supervisors in assessing individual performance and, when necessary, implement corrective action plans with monitored results. 

5. Ability to manage multiple tasks of projects simultaneously.  

6. Ability to prioritize and respond effectively to multiple and/or changing job expectations. 

7. Ability to visualize the big picture independently with minimal supervision and direction.  

8. Knowledge of specialized applications software for medical record, patient scheduling and billing, including knowledge of ICD coding. 

9. Ability to interpret financial data and effectively manage revenues and expenses according to budget.  Must have good quantitative skills. 

10. Ability to effectively present information and respond to questions from groups of managers and physicians. 

11. Highly resourceful team player who can effectively work with staff and senior level managers.                                                                                              

12. Ability to define problems, collect data, establish facts and draw valid conclusions. 

13. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint. 

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org.