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Position Classification Description

Position Class Code / Title: A7038 / Mgr,Patient Administration
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 12

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Manages and coordinates all patient administrative services and associated activities for the University of New Mexico's Cancer Center (UNMCC) clinic sites and its Clinical Trials Office (CTO). Leads and manages the "front end" of the revenue cycle and directly manages the patient registration, scheduling, reception, insurance verification, and medical records maintenance and transcription functions of the UNMCC clinic sites and the CTO.

Duties and Responsibilities

  1. Manages and coordinates all aspects of patient registration, scheduling, insurance verification, reception, patient medical records, transcription and financial counseling functions; ensures that all aspects of these functions support optimal patient and provider satisfaction.
  2. Ensures all "front end" activities are consistent with the University Health Science Center's (HSC) policies and procedures; provides and supports ongoing recommendations for optimization of front end processes in response to ever changing reimbursement rules, regulations and methodologies. Implements such changes as directed.
  3. Works directly and in strong collaboration with the outside billing entity to maximize appropriate reimbursement on a cost effective basis.
  4. Keeps abreast of changes in reimbursement contracts, rules and regulations as they apply to "front end" revenue cycle functions; adapts all requisite policies/procedures, staffing and training to ensure compliance.
  5. Works with leadership in assessing patient satisfaction survey's as they apply to the Patient Access function. Recommends and/or implements action plans to increase patient satisfaction.
  6. Responsible for working with software vendor and internal I.T. personnel to provide scheduling and medical record software application oversight, troubleshooting, instruction and configuration.
  7. Prepares and distributes various key operational metrics to internal leadership and staff (e.g. Visit volume reports, etc.).
  8. Oversees the supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
  9. Develops procedures and trains staff on new systems in Patient Services, Medical Records, and Transcription; integrates UNMCC procedures with existing HSC systems.
  10. Develops and monitors budgets for Patient Services, Medical Records, and Transcription functions.
  11. Serves as representative or primary contact on HSC committees relating to patient registration, scheduling, billing, medical records, documentation, and transcription issues; includes quality and improvement initiatives, process implementation, meetings with ancillary providers, physicians, peer managers, and executive leadership.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 7 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Experience in managing patient access; registration, insurance, scheduling, collections, billing, telephones, work assignments, and customer service.
  • Knowledge of medical practices, experience with licensing agencies, credentialing, medical coding, medical record and PHI, transcription, patient access, contracting, and communication with executive personnel.
  • Knowledge in staffing, strategic planning/implementation, committee assignment and participation, and meeting coordination.
  • Experience in managing an electronic medical record system.
  • Effective communication with peer managers, and information dissemination.
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Knowledge and understanding of hospital/clinical intake and registration systems, processes, and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of professional clinical intake assessment and patient triage protocols and procedures.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Skill in organizing resources and establishing priorities.
  • Knowledge and understanding of hospital admissions and registration documentation formats, procedures, and standards.
  • Transcription skills.
  • Knowledge of university admissions standards, and ability to read and interpret transcripts.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Ability to foster a cooperative work environment.
  • Employee development and performance management skills.
  • Knowledge of budget preparation, cost estimating, monitoring, and fiscal management principles and procedures.
  • Knowledge of faculty and/or staff hiring procedures.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017