Administrative Director of Operations, Pathology

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

Reporting to the Chief Administrative Officer (CAO), Pathology, the Administrative Director of Operations, Pathology, is responsible for directing professional practice operations for the academic and community-based pathology practices (Harvard Medical Faculty Physicians, HMFP, and Longwood Specialty Physicians, LSP). Additional responsibilities include streamlining processes, identifying and implementing new business opportunities within and external to BILH, in collaboration with pathology dept leadership. This position requires exceptional physician practice operations and integration knowledge in both academic and community hospital settings, customer service skills, change management skills, and a collaborative approach to working in a large, matrixed healthcare system.

Leads operational initiatives in identified service areas in order to achieve set goals. Responsible for strategic planning, educational and financial operations of division/department, budget management, improvements in access, overall customer satisfaction, communication, clinical service delivery, operating efficiency, and staff development.

Job Description:

Essential Responsibilities:

Participates in long-range planning and the development of departmental and/or divisional goals, strategic plans and objectives, as well as personnel, resources, space needs and equipment decisions. Appoints, develops, manages and evaluates administrative, practice and clinical managers in designated areas.

Ensures that department activities and records meet the standards of accrediting, regulatory and reimbursement agencies, including TJC, DPH, OSHA,and other agencies. Oversees multidisciplinary team building within ambulatory departments/services. Participates in hospital departmental, administrative and medical staff committees, and reports on committee activities.

Develops policies and procedures for department/division and ambulatory. Measures success with pertinent and measurable data based on targeted goals and developed using Performance Manager Reports. Collaborates with Human Resources to enhance role definition, standards of practice and recruitment for front line staff.

Analyzes and prepares reports on all activities, volume statistics, collections, research (grant) support; makes informed forecasts of financial and resources needs. Measures success with pertinent and measurable data based on targeted goals, developed using Performance Manager Reports

Coordinates the recruitment process of clinical and research faculty. Participates in confidential salary planning for faculty and staff. Identifies and acts on issues that affect the delivery of patient care, quality control and performance improvement activities. Monitors and reviews action plans. Oversees patient satisfaction surveys and customer service.

Has the responsibility to lead and support managers and directors in developing and improving operations to create optimal performance levels. Direct Reports: 4-6 Indirect Reports: 21-50

Has full responsibility for planning, monitoring and managing budgets for multiple departments.

Responsibilities for Pathology:

1. Oversight of recruitment, hiring and onboarding processes of pathologists. Supports vice chairs and chairs in search committee work, faculty advertisements and adhering to all Harvard Medical School (HMS) requirements. Drafts offer letters in compliance with HMFP/LPS HR compensation plan and requirements for VC, Chair and CAO review. Ensures onboarding, orientation, training for new faculty. Ensure all annual system requirements (vaccinations, COI, etc) are completed.

2. Understand pathology HMFP and LSP pathology compensation plans, including national benchmarks, wRVU, productivity measures and internal equity. Provides annual reports and metric to pathology leadership and interim reports as required. Adheres to all regulatory and other requirements associated with research compensation as required, collaborating with BIDMC research administration.

3. Manage staffing models and scheduling, ensuring optimized usage of the pathologist scheduling system, working closely with pathology leadership to ensure alignment with compensation plans. Identifies areas for overall staffing improvements and adjustments.

4. Ensure streamlined process for new appointment submissions and reappointments, tracks processes closely. Ensures timely provider enrollment, full enrollment and billing capabilities coinciding with appointment start dates. Ensures credentialing, recredentialing, provider enrollment is done in compliance with BIDMC/BILH, HMFP and LSP requirements. Develops systems and reports to track progress and regular statu