Facility:
Dayton Children's - Main Campus
Department:
Patient Access - Administration
Schedule:
Full time
Hours:
40
Job Details:
Responsible for providing leadership and oversight of the daily front-end revenue cycle operations for Patient Access, including ambulatory registration, emergency department, admitting, outpatient surgery, lab, and scheduling. Maintain and promote good customer relations with community practitioners' offices, hospital subspecialists and other key stakeholders. Ensure dissemination of scheduling and registration knowledge, processes and expectations throughout the entire organization. Responsibilities include the planning, monitoring and evaluating of all aspects of the front-end revenue cycle operations, collaborating with Patient Accounts to ensure optimum billing practices. Implement and evaluate plans to ensure quality customer service, budgetary compliance and comprehensive staff management for the Department of Patient Access which serves pediatric patients and families, referring physicians, ambulatory clinics, ancillary departments and inpatient units. Possess authority, responsibility and accountability for daily planning, organizing and directing of all aspects of the revenue cycle within the department.
Department Specific Job Details:
1. Leadership/Supervision:
55%
- Provide supervision and ongoing mentoring to staff throughout the Patient Access department including, Supervisors, QCCs, Team Leads and Registrars, creating an environment that supports and empowers staff.
- Responsible for integration and standardization of new DC sites to Patient Access as well as designing, planning and opening new locations.
- Manages staff: interviews potential candidates in accordance to the hospitals fair hiring practices, ensuring that the candidate chosen for employment is qualified for the required tasks and meets hospital standards. Hires, assigns and directs work, appraises staff performance with rewards and disciplines, addresses complaints and resolves issues that may arise and acts as a mentor for the department staff
- Complete Time and Attendance for staff.
- Mentors staff through the completion of successful onboarding, monitoring staff productivity standards, competency skill requirements, monthly audit reports, peer feedback, queue management expectations, completion of annual performance appraisals and encouraging staff growth and development.
- Organize, direct and coordinate departmental operations.
- Implement and monitor systems that guarantee pertinent information is obtained and entered into appropriate systems for scheduling, registration, order entry and admission.
- Demonstrate knowledge and application of organizational policies.
- Travel is necessary to all assigned locations.
- Demonstrates the willingness and courage to embrace change.
2. Strategic and Financial Management Goals:
15%
- Create & Execute Implementation of Patients Access and Admitting performance improvement goals and strategies, ensuring departmental goals align with the hospitals strategic plan.
- Prioritize, organize, and execute daily tasks to accomplish departmental goals.
- Analyze relevant historical data, current trends and forecasted revenue cycle trends, developing departmental strategic plans that support the organization's mission and vision.
- Involve staff, supervisors, and educators in designing and reviewing departmental strategic plans.
- Ensure staff's awareness and understanding of department and hospital strategic plans, executing needed changes with optimizations and efficiencies through all registration sites across Dayton Children's.
- Create, Analyze, and execute productivity responsibility and accountability to all point of service areas.
- Routinely attain identified goals.
- Assist director in developing goals for productivity, collections and other duties.
- Assist in analyzing data to help monitor and adjust staffing or processes to ensure goals are met.
- Employee Engagement & Transparency: Involve staff in reviewing data to ensure deadlines and goals and deadlines are understood and achieved.
- Ensure a professional environment exists conducive to meeting productivity and collections goals.
- Assist in the development of the operational budgets based upon fixed and variable costs, considerations of historic trends, contractual agreements and forecasted changes in the environment which are in alignment with the divisional allocations; and manages within budget; monitors and controls expenses in support of department’s financial goals and organization financial goals
- Complete capital and operating budgets for assigned areas based upon an analysis of predicted trends, obtaining input from staff, supervisors and director.
- Analyze responsibility and maintain staffing needs based on volumes per area.
- Maintain budget within allocated amount, monitoring payroll timesheets and purchases to ensure accuracy and adherence to budgetary constraints.
- Implement and maintain point of service collections process.
- Assist Director in developing departmental KPI metrics and organizational system goals
- Create and implement reporting metrics for dashboard collection and keep with the data analytics team to provide current and accurate data on the strategic metrics for registration collections and productivity.
4. Quality Improvement:
15%
- Design and support a total quality environment, striving to continuously improve front-end revenue cycle processes which may impact other departments and areas.
- Participate in process management teams, serving as a team leader as requested.
- Establish and enforce scheduling, registration, order entry and admission standards.
- Assure education and competency evaluations are completed on an ongoing basis.
- Evaluate and implement changes to improve front-end revenue cycle processes throughout the entire organization, seeking approval through appropriate committees and/or departments.
- Develop key performance indicators for each department, monitoring and documenting compliance with performance indicators to ensure staff maintain performance standards.
- Review and revise performance indicators in accordance with the needs identified by key stakeholders.
- Demonstrate significant enhancements in processes to improve customer service.
- Actively seek opportunities to create a safer environment, identifying and correcting potential hazards.
- Routinely interact with hospital and referring practitioners’ offices, acquiring feedback regarding departmental performance to revise process improvement measures accordingly.
- Collaborate with referring practitioners' offices to address concerns and seek input into operational goals for the front-end revenue cycle functions.
- Identify opportunities and propose solutions to improve the referral process.
- Provide routine updates to practitioners on front-end revenue cycle issues.
4. Training/Compliance:
5%
- Provide adequate training/orientation including cross training among all areas and sites.
- Provide timely feedback to staff during orientation and training.
- Identify problems proactively to ensure no disruptions to staff workflows and adjust training materials as needed.
- Audit accounts to ensure training methods and materials result in quality registrations and admissions.
- Train staff on changes and/or problematic areas in the pre-registration and pre-admission process.
- Validation & coaching of AIDET & employee rounding processes directly affecting patient satisfaction
- Ensure departmental compliance to hospital standards and regulatory agency requirements, collaborating with key personnel to develop strategies for improvement.
- Participate in regularly defined assessments of the departments' compliance to organizational and regulatory requirements.
- Maintains and develops communication channels with staff through department meetings, email and one-on-one counseling
- Develop policies and procedures in collaboration with the risk manager and legal counsel, taking into account state and federal regulations, regulatory requirements and organizational standards.
- Ensure annual mandatory educations are completed.
- Act in accordance consistent with HIPPA, EMTALA and DCH standards when interacting with patient families and third parties.
5. Documentation:
5%
- Ensure documents presented to the public are current and in accordance with current hospital and departmental policies and procedures.
- Maintaining employee records are accurate and up to date.
- Ensure staff document in the appropriate field in the EMR; standardization of notes included.
- Periodically review all forms originating from either area for HIPPA compliance.
Performs other duties as assigned
5%
100%
Required
Preferred
Education
Bachelor’s Degree
Master’s Degree or experience in lieu of
Years of experience
3 years management experience
5 years management experience
Specializing in hospital or large medical office registration and/or gathering insurance information
Specialized training or certifications (be specific)
None
Other skill/competencies required (communication skills, computer skills, customer service skills, etc.)
- 40 wpm typing
- Excellent written and verbal communication and interpersonal skills
- Time management and organizational skills
- Ability to make quality, independent decisions
- Ability to work effectively and efficiently under tight deadlines, high volumes, and multiple interruptions
- Ability to maintain the strictest levels of confidentiality
Competency in the use of a variety of computer hardware and software systems
Education Requirements:
Bachelors (Required)
Certification/License Requirements:
