UNIV - Program Manager I - Department of Medicine: Division of Cardiology

Job Description Summary
Directs and oversees all programs related to access in the Division of Cardiology in the Department of Medicine, supporting the scheduling, clinical deployment, and access initiatives for the 58 clinical faculty, 33 advanced practice providers (APPs), and the program's leadership team. Evaluates the effectiveness of all programs, identifying areas for improvement, and recommending and implementing changes to policies, procedures, or workflows as needed. Serves as manager for the Qgenda scheduling system for the Division and manages all Division clinical outreach agreements within the health system and with external affiliates. Regularly provides updates to stakeholders on issues affecting the program and offers guidance on strategic decision-making. Responds to inquiries from staff, the institution, and leadership, serving as the primary point of contact for program-related matters. This role requires strong leadership, communication, and problem-solving skills, with a focus on fostering a high-quality learning environment for clinicians and ensuring alignment with institutional priorities. Recommends and implements new initiatives or updates to ensure program excellence.

Entity
Medical University of South Carolina (MUSC - Univ)

Worker Type
Employee

Worker Sub-Type
Classified

Cost Center
CC000966 COM DOM CARD General CC

Pay Rate Type
Salary

Pay Grade
University-07

Pay Range
56,210.00 - 80,105.00 - 104,000.000

Scheduled Weekly Hours
40

Work Shift

Job Description

Job Duties:

30% - Strategic Access Management for Division Ambulatory Operations:

• Reviews current patient access for all Division faculty and APPs, using tools and data to lead efforts to improve access for patients into Cardiology.
• Reviews all new patient visit and return patient visit slots and opportunities on outpatient templates, identifying opportunities where possible to expand patient access through template changes, online scheduling, EPIC block switches or other mechanisms, and works with Division Administrator in executing any changes.
• Supports efforts in deploying providers to new MUSC locations, including but not limited to Kiawah, Clements Ferry, and other new MUSC outpatient sites. Ensures that providers' EPIC templates are created appropriately to ensure that new and return patients are seen by providers with efficiency and quality.
• Serves as point-of-contact for Ambulatory partners in identifying clinical space for both new and existing providers, ensuring that all clinicians are deployed appropriately in outpatient setting.
• Oversees the PATH form and template change process, serving as Division point-of-contact for creating new PATH forms (template change requests) for Division and Ambulatory leadership signoff.
• Ensures that PATH forms are completed correctly to ensure that any template changes are processed quickly and correctly.
• Work with Heart & Vascular ICCE and other stakeholders as appropriate to find opportunities to improve new patient access for Cardiology faculty and APPs.

30% - External Contracts:

• Manages Division external contracts and agreements between Division of Cardiology and other outside parties, to include MCP agreements and external partnerships with affiliates.
• Supports Division Administrator in development of any new agreements with MCP or other external affiliates by involvement in contract development, execution, and any related follow-ups for clinical deployment.
• Manages call and clinical agreements with Tidelands Health, including but not limited to, interventional call and quality oversight agreements for leadership. Supports Division Administrator with any changes to these agreements, and ensures that all clinical activities are reflected in Qgenda.
• Manages call agreement with Conway Medical Center, ensuring that interventional call agreement weekends are reflected in Qgenda. Supports Division Administrator with any changes to this agreement.
• Manages call agreement with MUSC Orangeburg and MCP, ensuring that interventional call agreement weekends are reflected in Qgenda. Supports Division Administrator with any changes to this agreement.
• Supports any other outreach efforts in Myrtle Beach, Bluffton, Lexington, Greenville, and other strategic markets in collaboration with Division Administrator, Division Director, and clinical section chiefs across heart failure, interventional cardiology, general cardiology, and electrophysiology. Ensures that all monthly assignments are entered into Qgenda, and works with Division Administrator on any changes to providers or frequency of assignments are communicated and entered into Qgenda.
• Corresponds with external stakeholders as needed, and alert internal and external contacts on any anticipated issues.

20% - Budgeting and Analysis:

• Manages the Ambulatory cFTE process for the Division of Cardiology. Ensures that all deadlines set by MUSCP leadership are met with data review and entry for submission.
• Reviews throughput reports in Tableau for opportunities to better utilize space and communicates recommendations to Division leadership for better efficiency. Works through follow-ups or action items as needed.
• Manages Ambulatory Space Committee space request process for new or continuing providers.
• Manages annual Space Requests during budgeting process to submit for any new requests needed by Division providers.
• Reviews space grids from clinic managers, and reviews Qgenda schedules, to support decision making centered on space assignments.
• Analyze CUBE data related to Appointments, Capacity Management, and other access data to create analyses that support decision making surrounding access, templates, and space.

15% - Access Management:

• Creates and strategically manages Qgenda scheduling for all Division of Cardiology physicians and advanced practice providers (APPs), as it relates to reconciling coverage and call calendars.
• Serves as subject matter expert for Division of Cardiology for Qgenda, working with Qgenda and MUSC stakeholders as needed on system improvements or issues, and ensures that system is being used to peak potential (to include advanced scheduling features, system automations, etc.) as directed by Division leadership.
• Inputs all schedules into Qgenda for faculty and APPs, to include all assignments at MUSC and at VA for inpatient services/rotations, procedural blocks, and outpatient clinics.
• Ensures that all current schedules, template changes, assignment changes, out of office time, and other scheduling data in system is continually updated to reflect accuracy for Division providers, Division leadership, ambulatory clinic partners, and other system stakeholders' use.
• Adds new providers and removes terminating providers from system as needed.
• Ensures that all clinic cancellation requests submitted by Division administrative assistants are processed and reflected in Qgenda system.
• Ensures all clinical sites maintain appropriate coverage across multiple hospitals and outpatient entities.
• Ensuring all schedules are communicated to appropriate parties in a timely fashion.
• Ensures any gaps in clinical coverage are addressed in a timely manner in order to minimize impact on colleagues and patients.
• Assists with managing the paging system to ensure accuracy and completeness for all residents and faculty.

5% - Communication & Other Duties:

• Clearly and professionally communicates program matters with diverse stakeholders and communicate financial information clearly and concisely. Verbal communication skills are professional. Adapt communication style to suit different audiences, from technical finance teams to non-financial staff.
• Provide timely responses to inquiries via email, meetings, and other business communication channels.
• Maintain confidentiality while conveying sensitive financial information.
• Presents high level overview and detailed financial data, including variance explanations of al programs at monthly meeting with Leadership.
• Prepares for and participates in faculty meetings
• Other duties as assigned by Department of Medicine Administration to support initiatives in the Department

Preferred Knowledge, Skills and Abilities:

• Knowledge of the principles, practices and theories of accounting, banking, budgeting or financial management.
• Expert Excel Skills.
• Experience using and knowledge of OurDay preferred.
• Ability to establish and maintain effective working relationships with others.
• Ability to interpret and analyze complex financial data and reports.
• Ability to communicate effectively with leaders.

Additional Job Description

Minimum Requirements: A bachelor's degree and three years relevant program experience.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. (Frequent) Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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