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Description
Provides administrative support to the department so that the clinical operations function efficiently and effectively. The administrative scope includes:
â?¢ Human resources
â?¢ Finance
â?¢ Laboratory Information Systems
â?¢ Quality Management
â?¢ Education, development, training and CQI
â?¢ Operations (supply chain, facilities, safety, education, legal and other support functions)
â?¢ Administratively represent the department to the other hospital departments
Operations
1. Department Representative to the Hospital
â?¢ The Administrative Director represents the department to the Hospital on strategic and operational committees and is the interface with all of the administrative departments and clinical divisions administrative and business managers (e.g., CHCA, CSA, RACH and CAA). In collaboration with the department chair and the Sr. VP Clinical Support Services, will guide participation and reporting back to the department executive and administrative committees. Delegation of assignment can be made after input from the department chair. Additional responsibilities include departmental representation to CHCA, ASCP, CLMA; keeping abreast of legal issues facing the department (in conjunction with the Hospital legal); oversight of the Lab Safety; and coordination of all of the administrative divisions.
2. Secretarial Support
â?¢ Oversee the clerical/secretarial support to each Administrative Division and Lab within the department. Responsible for ensuring that the resources are available, are shared equitably and managed effectively to meet the needs of the entire department.
3. Buildings and Grounds/Facilities
â?¢ Responsibilities include oversight of the physical space occupied by the lab and to, when appropriate, initiate plans for maintenance, renovations and expansion. Accountable to monitor progress against time lines and budget; coordination with support departments for occupancy planning; and ensuring communication of project status within the Department and Hospital.
4. Supply Chain
â?¢ In collaboration with the financial division serves as the point person to inform and assist all labs with supply chain processes and functions. Works with each lab to ensure fiscally responsible purchasing; assists with product and price negotiations (in collaboration with Hospital supply chain); informs each lab of recalls; assists in analysis and understanding of supply chain variances to budget; and participates on or with Hospital supply chain committees (e.g., Medical Device Committee, value Analysis, Enterprise Revision,â?¦.).
5. Education
â?¢ The Departmentâ??s education mission has overlapping and integrated roles with the CQI/QM division; however, it will also have unique roles, including oversight of education and ultimate accountability. Responsible for the development of a continuing education (CE) strategy; assessment with needs; allocation of funds through the annual budget process; coordination of CE activities; keeping staff apprised of opportunities; and maintenance of CE records. Responsible to build a department of educators to serve the department, the Hospital and where appropriate to those external to the Hospital.
Quality Management
1. Responsible to support departmental quality assurance and quality improvement for the Department in addition to quality control, quality assurance and quality improvement ongoing in each laboratory.
2. In collaboration with each lab review internal monitors:
â?¢ Develop new internal monitors in conjunction with lab directors and supervisors.
â?¢ Develop performance improvement initiatives in conjunction with lab directors and supervisors.
â?¢ Keep CQI committee apprized of Hospital performance improvement initiatives.
3. Prepare Annual Report
â?¢ Summarizes CQI activities in a departmental Annual Report.
â?¢ Distributes Annual report to senior leadership and review report at the Hospital CQI Committee
4. Assist with representing the department on hospital wide committees and initiatives including but not limited to:
â?¢ Patient Safety Advisory Committee
â?¢ ECMS-CQI
â?¢ Hospital and/or Departmental Root Cause Analysis and/or Failure Mode Effects Analysis Subcommittees as directed
5. Compliance/Regulatory Inspections
â?¢ Provides benchmarking data
â?¢ Provides oversight of compliance with all accreditation and regulatory agencies governing the standards for Pathology and Laboratory Medicine
6. Advancement of Quality and Patient Safety
â?¢ Provides assistance for error management reporting for the Department including assisting in any investigations or follow up as requested
â?¢ Provides support to labs for regulatory and/or quality issues
â?¢ Ensures monitoring and quality reporting for satellite facilities in conjunction with lab directors, supervisors.
Finance
The responsibilities of this division include:
1. Budgets
â?¢ Capital Budget
o Notifies supervisors and directors when to begin preparing capital needs for subsequent fiscal year. Confirm relevant information, quotes, and preparation of written justification, request additional information as needed.
o Informs leadership of all budget time-lines.
o Assists supervisors with establishing comprehensive and standardized calculations for capital equipment return on investment (ROI).
o Maintains thorough records of capital requests and orders.
o Participates in vendor negotiations, as needed.
â?¢ Operating Budget
o Notifies supervisors when to begin preparing operating budget for subsequent fiscal year.
o Informs leadership of all budget time-lines.
o Assists supervisors with projections of statistics, revenue, labor and non-labor expenses for the coming year.
â?¢ Other Budgets
o New programs/business plans
o Program expansions
2. Accounting
â?¢ Processing of check requests, travel reimbursement, dues and subscriptions, accreditation fees, and miscellaneous purchased services.
â?¢ Performs financial audits as required to ensure compliance with policies and procedures.
â?¢ Performs annual compliance reviews as required (examples: Reflex Testing, Ref Lab CLIA certificates).
â?¢ Assists supervisors with billing inquiries.
â?¢ Sets up new tests in the lab information system and hospital systems.
â?¢ Reconciles department charges on a daily basis.
â?¢ Maintains payroll for faculty and staff. Ensure bonuses and salary changes are entered in a timely fashion.
â?¢ Tracks revenue with Hospital and provide feedback to Labs.
â?¢ Oversees royalty payments for Labs.
â?¢ Maintains other accounts (examples: chair account, faculty spending accounts)
3. Purchasing and Acquisitions
â?¢ Approves/processes capital and expense requisitions.
â?¢ Provides backup to supervisors for requisition approvals.
â?¢ Processes all capital purchase requisitions.
â?¢ Assists with justifications for acquisition of equipment.
â?¢ Participates in negotiation with vendors, as needed.
â?¢ Works with Labs and Acquisitions for lease agreements and reagent rentals.
4. New Lab Tests
â?¢ Provides supervisors with training and guidance and support to prepare Cost per Test Analyses.
â?¢ Works with the supervisors to ensure the appropriate CPT codes for new tests.
â?¢ Works with Hospital to ensure timely implementation of new test codes.
5. Research
â?¢ Provides to Research cost for clinical lab and pathology testing including CPT codes.
â?¢ Provides supervisors and directors with Special Projects Approval form to assess feasibility and cost structure for research projects to be supported by the department.
Human Resources
In collaboration with hospital HR responsible for supporting the labs with the following:
1. Recruitment:
â?¢ Accurately word job posting
â?¢ Timely posting of vacant positions (work with Scout)
â?¢ Develop short list for interviews (after discussion with lab supervisor and director)
â?¢ Schedule interviews
â?¢ Check references
â?¢ Notify candidates of decisions
â?¢ Facilitate on-boarding (orientation, IS, administration, etc.)
â?¢ Manage unfilled positions across the department
â?¢ Provide guidance on compensation
2. Retention:
â?¢ Adequately train and provide continuing education opportunities (with Dept Education individual/group).
â?¢ Educate each employee on job expectation (in conjunction with lab).
â?¢ Assist labs with performance evaluation to each employee (IMPACT).
â?¢ Ensure raises and promotions in a timely manner (manage CHOPOne).
â?¢ Provide guidance to develop and implement career ladders. Assist Laboratories to follow advancement and make recommendations for promotion (or directors for supervisor promotions).
â?¢ Assist with job classification and reclassification.
3. Employee relations:
â?¢ Mediation of disputes and grievances.
â?¢ Rule of conduct and disciplinary action.
â?¢ Facilitate termination.
â?¢ Documentation of performance issues.
â?¢ Educate and support labs regarding FMLA.
4. Additional Responsibilities:
â?¢ Kronos and CHOPOne super user.
â?¢ Facilitate benefits education.
Laboratory Information Systems
Responsible for the administration of the laboratory computer systems including supporting development and implementation of new tests, instruments and protocols; maintenance of all lab information systems; auditing of systems; and interfacing with hospital IS.
1. Departmental
â?¢ Collect, prioritize and manage projects and tasks requested from department.
â?¢ In collaboration with Lab leadership establish scope of project and effort, analysis of resources needed, budgeting, and define start and completion dates.
â?¢ Communicate project status to stakeholders.
â?¢ Devises and designs computer system solutions for Laboratory business needs.
â?¢ Interact with system vendors and laboratory users to resolve problems and communicate activities.
â?¢ Instructs and/or assists laboratory or others users where necessary.
â?¢ Prepares and/or maintains documentation of system procedures and activities as needed for compliance with regulatory agencies.
â?¢ Conducts appropriate audits of the system as necessary.
â?¢ Generate custom reports for internal and/or external use as necessary (i.e., financial, research, statistical analysis, pre- and post-project benchmarking) with appropriate authorization.
â?¢ Anticipate and plan for the future needs of clinical labs in collaboration with the individual lab sections and interacts with the appropriate committee or person in the Department, in IS, or at CHOP to effectively advocate for clinical lab needs.
â?¢ Provide input for the Department's strategic plan.
â?¢ Communicate with the clinical labs through super user meetings, posting of the status of LIS projects on the shared drive, and via Lab IS email.
â?¢ Annual Review of LIS policies.
â?¢ Develop and maintain technical resources and staff with ability to support programming, database queries, and interfacing with clinical laboratory and hospital computer systems for projects within and/or involving the Department of Pathology and Laboratory Medicine.
2. Hospital
â?¢ Collaborates with the hospital Information Systems Department on system installs, upgrades, and enhancements as they relate to the clinical LIS.
â?¢ Provides the primary contact between the Laboratory and IS to assist with implementation and validation of the Laboratory component of new hospitals systems.
â?¢ Works with divisions and IS staff to identify resources necessary to support the implementation of new clinical test.
â?¢ Coordinates efforts within and outside the Department to advocate for resources.
â?¢ Interfaces new systems with existing clinical laboratory system(s).
Details:
Job Id:
18535150
Posted / Updated:
8/3/2010 3:51:27 AM
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