How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Summary
The Supervisor of the Clinical Services Administration team oversees a clinical/administrative group who directly support clinical faculty (physicians) across all subspecialties in the Department of Pathology. The role is responsible for ensuring efficiency, accuracy, teamwork, and timeliness of clinical support services, customer service, and administrative needs.
The Michigan Medicine Department of Pathology has 22 sub-specialties and more than 100 clinical faculty located at two primary campuses in Ann Arbor (University Hospital and the North Campus). The Clinical Services Administration team supports the majority of these clinical faculty, and the staff on this team are skilled in the unique needs of specific sub-specialties (some in multiple specialties).
The Supervisor position will lead a team of approximately 18 individuals who are responsible for ensuring patient slides and blocks are tracked, received and returned in a timely manner, organized correctly and with accurate labeling, entered into the Pathology LIS accurately, and providing any necessary supporting documentation including medical records. They prep each of the clinical cases for the Pathologist, communicate directly with external and internal providers, communicate with patients, request additional material and documentation when directed, and ensure everything is documented and returned to the right place once the case is signed out.
Meeting established turnaround times for clinical cases is essential, as the Pathologist?s report may guide the medical management of a patient such as their diagnosis, prognosis, medication, and therapy. The clinical support services team works on-site in an office setting alongside the faculty in a lively and fast-paced environment.
The Supervisor role also oversees 2 customer service representatives in Anatomic Pathology that work directly with the clinical support services team. The Supervisor role may have the opportunity to oversee the Pathology transcription team in the future depending on performance and need.
Mission Statement
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Why Join Michigan Medicine?
Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.
What Benefits can you Look Forward to?
- Excellent medical, dental and vision coverage effective on your very first day
- 2:1 Match on retirement savings
Responsibilities*
- Manage staff schedules and ensure any absences or vacancies are covered as quickly as possible and with excellent, explicit communication to the faculty who rely on these staff. Post staff schedules and call-outs in an area visible to all.
- Review and approve time off, overtime, and time sheets for direct reports.
- Learn the workflows for every sub-specialty and directly provide backup support (clinical and administrative) to busy or uncovered services as needed.
- Be proficient (or become proficient with training) in the Pathology LIS systems such as Soft and Epic MiChart. Utilize systems for tracking and problem solving. Report any system issues or malfunctions to the Pathology Informatics division.
- Oversee the facilitation of triaging materials, send-out testing requests for clinical faculty, additional in-house testing (such as IPOX or molecular), and obtaining external pathology records to aid in diagnosis of Michigan Medicine patients.
- Coordinate closely with the Michigan Medicine Laboratories Consult, Transfer and Accessioning (CTA) team who are responsible for receiving the asset packages, logging information in the LIS, and prepping the assets for distribution to the Clinical Services Support team. It is expected that the Supervisor will partner with the CTA Supervisor when issues arise or when there are opportunities for process improvement across the workflow between the two teams.
- Identify challenges and opportunities for improvement, and work with team members and supervisors in other Pathology divisions to implement positive changes. Provide clear and concise communication to staff and faculty about any upcoming changes to workflow that impact them in any way.
- Build and support a cohesive team with the highest level of professionalism, motivation, and confidence in their work. Provide professional development guidance to the staff and encourage them to learn new skills when opportunities arise.
- Foster a team environment that utilizes ?just culture? so that staff are comfortable quickly admitting and correcting one-time mistakes and asking for help without negative repercussions.
- Responsible for hiring, annual performance evaluations, routinely providing constructive feedback to staff, and exercising disciplinary action following all Michigan Medicine policies and procedures.
- Required to work on-site at the University of Michigan North Campus Research Complex with occasional travel to and from University Hospital (free bus transportation available for this).
- After successfully completing the 6-month probationary period with excellent performance, may also supervise the transcription team (8 FTE) that work very closely with the Clinical Services Administration team.
Required Qualifications*
In order to be considered for this position the applicant must have met or will have met all the required qualifications prior to the start date of employment.
- Associate's degree or minimum 5 years of supervisory experience
- 5 years of experience working in a healthcare setting,
- Microsoft office expertise
- Experience writing SOPs, employee evaluations, hiring and disciplinary actions
Desired Qualifications*
- Bachelor's Degree
- 5 years plus supervisory experience in healthcare setting
- Leadership training
- Six Sigma/ Lean training
- Expertise working with EMR
Background Screening
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.