Summary: The position reports directly to the Director of the HDC, and serves on the management team. This position will:
Represent the regulatory, quality, and compliance side of HDC, identifying areas within that need attention and improvement. Co-lead HDC-wide meetings. Partners directly with Medical Director and Executive Director, as needed.
Ensure HDC compliance with HIPAA, Massachusetts Department of Public Health, OSHA regulations, OSAP and CDC regulations—partnering closely with the Director of Risk and Compliance and IT Strategy & Security CISPO & Compliance Officer, the EH&S and Infection Control Officer, and the Director, as needed; serves on a variety of HDC and HSDM committees.
Partner closely with the Office of Dental Education, Office of Administration and Finance, Advanced Graduate Administration, and other HSDM staff, faculty, and students on various projects and initiatives.
Develop robust credentialing program and oversight.
Develop robust and proactive patient advocacy program as well as a sound mechanism for patients and providers/staff alike to report concerns related to patient care and experience.
Conduct annual chart audits in EHR/axiUm.
Manage one exempt staff member: EH&S and Infection Control Administrator
Manage three non-exempt staff members: Quality/Clinical Affairs Coordinator and two Accounting Assistants as part of the Business office.
Credentialing/Licensure Oversight: On an ongoing basis, manage all paperwork and formal files for HDC full-time and part-time faculty providers/supervising clinicians and AGE students. Ensure immediate team maintains order with paperwork and updates as needed. Run annual orientation with new AGE students, where paperwork is completed. Perform outreach to affected groups, as needed, throughout the year. 20%
Quality Improvement and Compliance: Lead the Quality Improvement and compliance efforts of HDC/HSDM. Work in conjunction with the Vice Dean to ensure appropriate oversight for Quality Initiatives through established HDC practice guidelines, protocols and standards. Partner with the Office of Dental Education and Advanced Graduate Administration to establish consistent clinical calibration surrounding the use of axiUm, patient safety, peer review and risk management activities. Keeper of official clinical compliance/regulatory agency documentation/binders. Ensure immediate team handles patient/provider complaints and patient advocacy, and follows-through. Address patient care/provider issues escalated upwards from Coordinator and follows-through. In partnership with the Director of Risk and Compliance and IT Strategy & Security CISPO & Compliance Officer, produce compliance training for HDC parties. Partners closely with the Vice Dean, Dean for Administration and Finance, and the University's Office of General Counsel to ensure minimization and mitigation of potential risks associated with HIPAA, NPI, OSHA, EPA, CRICO, PCI Credit Card Compliance, Massachusetts DPH, and Massachusetts Board of Licensure. Ensure that all training and credentialing activities are tracked and meet federal, state, local and university guidelines and that the appropriate organizational structure is in place to support all Dental Center functions. Address and investigate high risk issues and involves the Dean, Executive Director, Vice Dean, Office of Administration and Finance, Office of Dental Education, Department Heads, and Human Resources as needed. 20%
(Duties and Responsibilities continued in Additional Information)
Duties and Responsibilities Continued: Patient Complaint/Provider Complaint/Patient Advocacy:
Serves as the go-to person for patient complaints and provider complaints (RE patient issues). Investigates and researches in axiUm. Follows-up with necessary parties RE feedback and information on the case. Closes the loop on all complaints raised—circling back to patient and/or provider RE the outcome.
Serves as the go-to person for providers requesting specific letters to patients. Investigates and researches in axiUm. Initiates the dismissal and/or inactivation process—recording all pertinent data. Ensures Coordinator tracks, produces, and mails letters. 20%
Business Office: Oversees the patient receivables and insurance receivables (including rejections and maintenance) function handled by Accounting Assistants. Ensures process—from distribution of daily banks to deposits—goes smoothly. Partners with the Assistant Director of Financial and Patient Services and the Coordinator as needed and also for overall team coverage/cross-training/back-ups. 10%
Insurances/Contracts: Provide clinical contract oversight and due diligence in conjunction with Office of General Counsel. Represent HDC and works with professional and provider organizations involving oral health care practice and policy, professional licensing, enforcement and regulation, vendor pricing/contracts and RFPs, clinical research, and consumer and provider protection. Apply knowledge and experience in policy in oral health care quality, patient safety, and provider competence. 10%
axiUm/EHR initiatives: Work closely with the Clinical Applications Director to keep abreast of axiUm and hardware/software time-driven projects and ongoing activities that affect the clinic financial, insurance, digital imaging, records, and scheduling needs. Ensure project plans are on track, and that approved initiatives are closely aligned with priorities of the clinic. Co-lead annual axiUm training (for new users), and serve as a resource. 10%
EH&S and Infection Control: Work with the EH&S and Infection Control Administrator to ensure HDC issues are brought forth at monthly EH&S meetings, action plans are developed, and audits are taking place. Ensure that the Administrator produces/updates annual Infection Control Manual—in partnership with the Infection Control Committee. Help with creating safety training for HDC parties. Some oversight/direction/follow-through of RN activities in FGP OR and liaising of immunization verification paperwork. 10%
Located in the heart of Boston's Longwood Medical Area, the Harvard School of Dental Medicine ranks as one of the preeminent dental schools in the country. Established in 1867, HSDM was the first dental school in the United States to be connected with a university and coordinated with its medical school. HSDM is the only school within Harvard University that has its own clinical facility and provides direct patient care. HSDM's vision is to set the standard of excellence in and to define the future of interdisciplinary dental education, state-of-the-art clinical practice, and cutting-edge basic, clinical, and translational research. With this vision as our guide, the School is dedicated to developing and fostering a community of global leaders advancing oral and systemic health. For more information about the Harvard School of Dental Medicine, please visit: http://hsdm.harvard.edu/
In compliance with Harvard policy, all new HSDM hires will undergo the federal E-verify process as a condition of employment. We are sorry HSDM does not offer visa sponsorship.
All new HDC hires must successfully complete an immunization verification as a condition of employment before beginning work at the HDC. Please also submit a cover letter and resume as one document as part of your application.
Salary Grade: 057
Union: 00 - Non Union, Exempt or Temporary
BA or BS required. Five or more years of managerial experience. Experience working in healthcare is required. Experience with project management and process improvement is key. Experience working with an EHR required. Must have experience with credentialing, quality assurance, and clinical/regulatory compliance.
Master's degree in management or health care field preferred. Demonstrated high level of proficiency in MS Office (Word, Excel, PowerPoint, Outlook calendaring) are key. Must possess strong analytical skills and strategic vision. Must possess excellent communication, interpersonal, and negotiation skills. Must demonstrate ongoing knowledge of state and federal compliance mandates, and set direction for clinic and clinical labs as impacted. Must balance strong leadership, visionary, authoritative, and collaborative skills and have the ability to work with a diverse and multicultural population (staff, faculty, students, and patients). Must be a confident and excellent presenter, in small informal settings and larger formal settings. Knowledge of higher ed- and Harvard culture, policies, procedures, and systems is ideal.
This grade 57 posting has an associated Grade 56 posting which does not require as much competence and experience as the requirements listed here. For more details see posting Manager of clinical Affairs and Quality Improvement. Only one of these requisitions will be filled. The grade will depend on the finalist's skills and experience.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 47455BR
About Harvard University School of Dental Medicine
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.