Senior Program Manager Consultative Cardiology
Job Summary
Reporting to the Associate Director of Operations and the Section Chief of Consultative Cardiology, the Senior Program Manager will lead the administrative and operational aspects for the section of General Cardiology (including fellows), Interventional Cardiology, Preventative Cardiology and Non-Invasive Cardiology. The incumbent supervises 18 Administrative Assistants and 4 Clinical Services Associates/LPNs. They are responsible for the clinical operations of 27 cardiologists and 25 fellows.
Accountabilities
Strategic Planning Process: Partners with leadership team in developing strategic plans and budgets for responsible cardiology program plans and ensures direct reports understand and support these initiatives.
Change Management: Proactively develops change management strategy for major organizational activities and events. Implements change management strategy within department and UPHS in alignment with UPHS objectives. Identifies and facilitates agreement of major messages, which are consistent regardless of audience, credible and reflect UPHS' core values. Communicates plans effectively and ensures appropriate follow-up of major issues. Manages routine and crisis communications throughout the entity/community as they arise. Demonstrates recognition of the systematic impact of employee communication and/or policy changes and solicits proactive feedback prior to implementation. Evaluates effectiveness of change and implementation plans.
Financial Management: Under direction of Associate Director, Senior Director and Division Administrator, develop budget for individual AU/Department based on assumptions and decisions made by UPHS and Department Leaders. Manages expense budget for AU/Department and is sound financial steward of Division resources. Provides budget variance explanations to Finance/Division Business Manager and UPHS management monthly. Promptly and effectively responds to vendor invoices. Manages payable and inventory management process and ensures bills are accurately paid in a timely manner. Balances financial and staffing models to achieve budget targets and organizational objectives. Ensures all billable procedures and activities are billed upon completion and leads initiatives to ensure best practices are followed for physician billing.
Operational Management: Under the direction of the Associate Director, Senior Director, and Clinical Director for the Heart and Vascular Center, manages operational activity of outpatient practices. Coordinates and manages administrative workflows for all practices including Administrative Assistant duties for the clinical office visits. Ensures all operational, AA and CSA processes are followed in alignment with CPUP policies and procedures. Promotes myPennMedicine in all practices and ensures processes are in place to accommodate the use of this tool. Oversees the eStar time and attendance process for direct reports. Approves leave time per departmental and Health Systems policies. Regularly reviews staff assignments, staffing levels and makes changes and/or recommendations to optimize program support. Communicates to staff changes in practice policies or procedures; monitors staff compliance. Responsible as part of a team for ongoing EPIC issues and changes for practice staff. Collects and documents program data for regulatory and insurance audits. Ensures smooth onboarding of new faculty. Responsible to regularly meet with Administrative and Clinical Directors for HVC. Responsible to have documented monthly meetings with AA’s and CSA/LPN’s. Works collaboratively with Clinical Managers, HVC Practice Administrator and other Program Managers. Works with Human Resources to promptly fill all needed positions in cardiology programs and participates in recruitment and interviewing efforts as required. Develops an understanding of best clinical and research practices in cardiology.
Education/Experience
Bachelor's Degree (Required)
Minimum of 5 to 10 years managerial experience, preferably in a health care setting (Required)
Direct “line” management of 10+ physician office operations to ensure adequate experience base to accomplish position objectives (Required)
General knowledge of professional fee and hospital billing procedures, knowledge of JCAHO and OSHA requirements for ambulatory health care settings (Preferred)
Fast-paced outpatient setting
Proficient in Microsoft Office