CS-214 Position Description Form



CS-214Rev 11/2013Position CodeADMNMGRState of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete this form as accurately as you can as the position description is used to determine the proper classification of the position. 2.Employee’s Name (Last, First, M.I.)8.Department/Agency Michigan Department of Health and Human Services//Kalamazoo Psychiatric Hospital 3.Employee Identification Number9.Bureau (Institution, Board, or Commission)State Hospitals Administration4.Civil Service Position Code Description10.DivisionAdministrative Manager 1Kalamazoo Psychiatric Hospital 5.Working Title (What the agency calls the position)11.SectionAdministrative Manager 12Administration6.Name and Position Code Description of Direct Supervisor12.UnitGordy Norris, Administrative Services DirectorBusiness Office7.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkDr. Robert Hill, Hospital Director1312 Oakland DriveKalamazoo, MI7:30am-4:00pm14.General Summary of Function/Purpose of PositionThis position is responsible for the overall supervision and management of the Reimbursement and Accounting Services and Storehouse operation of KPH. This position is responsible for the determination of financial liability under the Michigan Mental Health Code, the verification and authorization to bill all third-party payers and application for Medical Assistance Program. This position manages and coordinates the ongoing itemized billing process to assure that all services provided are appropriately reported, documented, and processed utilizing the DHHS itemized billing system and the cash posting of all service-generated revenue to appropriate first party payer accounts. The incumbent of this position will exercise considerable judgment and select appropriate courses of action.This position will provide administrative support to the Maintenance, Safety and Nutritional & Environmental Service Departments and to the hospital’s Administrative Services Director. 15.Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty.List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent.Duty 1General Summary of Duty 1% of Time 50Management and Supervision of Reimbursement and Accounting Services and Storehouse OperationsReviews and approves all Financial Liability Determinations to ensure financial liability is prepared in accordance with the Michigan Health Code, Rules, Policies, and Procedures. Reviews Medicaid applications and services entered in AVATAR to assure accurate billing of services to patients, first party accounts and to ensure payments and refunds are accurately posted to patient first party accounts. Review KPH patient’s insurance status, assuring the patients are enrolled in all insurances that they are eligible for and applicable to the services received.Individual tasks related to the duty.Implements Mental Health Code, Administrative Rules and departmental policies as related to determination of ability to pay for inpatient mental health services.Develops procedures for obtaining information and required documentation for financial liability. Develops processes to ensure payments and refunds are posted accurately.Reviews all accounts and explain/correct any inconsistencies. Advises all liable parties of their determined liability and corresponding rights and responsibilities, including their appeal rights.Represents Kalamazoo Psychiatric Hospital at all Appeal Hearings regarding financial liability. Oversees Enrollment of practitioners in Medicare, CHAMPS, and BCBS to ensure reimbursement of services provided to patients.Manages the maintenance of an efficient tracking program of KPH patient’s insurance status and enrollments.Posts payments to client’s accounts when necessary.Prepares Financial Liability Determinations when necessary.Ensures the Storehouse physical inventories are being performed according to policy.Assures deliveries are made to hospital departments are complete and prompt.Establishes work assignments for staff.Conducts annual performance reviews for staff.Creates, evaluates, and maintains Departmental Standards.Continuous evaluation of processes in order to maximize effectiveness.Approves leave, and bi-weekly time and attendance.Performs disciplinary and corrective action measures with staff when necessary.Conducts monthly meetings with staff.Assigns, coordinates and outlines work methods through direct supervision.Duty 2General Summary of Duty 2% of Time20 Manages the Patient Trust Fund operation.Individual tasks related to the duty.Reviews daily deposit funds.Reviews for accuracy and approve deposits created by staff in SIGMA.Establishes work priorities. Reviews workloads and makes adjustments to daily tasks to assure patient’s financial matters are handled appropriately. Ensures controls are sufficient to maintain security and accuracy of the Patient Trust Fund Accounts.Oversees the daily cash balancing activities.Maintains a consistent and timely flow of patients outgoing funds.Duty 3General Summary of Duty 3% of Time15Manages the process of paying patients outside medical claims.Individual tasks related to the duty.Ensures that the patient medical claims are processed timely and accurately.Maintains a process that makes certain all insurances (Medicaid, Medicare, Private Insurance) are exhausted before KPH pays residual value of the claims.Enhances the reporting aspect of the medical claims so that the information can be shared with management. Makes sure the patient medical claim information is stored electronically in a secure, organized and efficient manner.Duty 4General Summary of Duty 4% of Time15Provides support to the Administrative Services Director in the Maintenance, Safety and Nutritional & Environmental Services Departments. Assists Administrative Services Director with hospital reporting requirements and information requestsIndividual tasks related to the duty.Aids in the completion of year end and annual reporting piles data and create reports.Create Purchase Requisitions in the Statewide Integrated Governmental Management Application (SIGMA).Assists in the Biannual Internal Control Evaluation.Reviews Departmental Standards for compliance.Reviews and audits purchasing procedures and goods and services purchased, in order to maintain integrity. Provides support in the accounting for hospital equipment.Provides administrative support in maintaining the SIGMA inventory system.Ad Hoc work assigned by the Administrative Services Director.Duty 5General Summary of Duty 5% of Time15.Individual tasks related to the duty.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Determines priorities and work assignments. Performs staff evaluations. Approves leave time. 17.Describe the types of decisions that require the supervisor’s review.Major policy or process changes that would result in a significant change for the departments.Procedures or relationships with regulatory and other external organizations and entities. 18.What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Sitting for long periods of time. Continual use of computer. Contact with psychiatric patients is required. 19.List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLE VacantDepartmental Tech- Reimbursement-Lead WorkerMike BatesStorekeeper-6Jennifer DayhuffDepartmental Tech- ReimbursementRuth BostwickAccounting AssistantVacantDepartmental Tech-CashierDan WymanStorekeeper-620.This position’s responsibilities for the above-listed employees includes the following (check as many as apply):XComplete and sign service ratings.XAssign work.XProvide formal written counseling.XApprove work.XApprove leave requests.XReview work.XApprove time and attendance.XProvide guidance on work methods.XOrally reprimand.XTrain employees in the work.22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why?Yes23.What are the essential functions of this position?Support the Administrative Service Director in their duties.Financial liability for all patients is determined according to the Mental Health Code.Ensure patient’s services are billed accurately in AVATAR.All patient accounts are accurate and transactions are transparent.Ensure daily operations of Accounting and Reimbursement are met.Maintain accuracy and security of the Patient Trust Fund Accounts.Ensure that Storehouse processes are efficient.Active certification in the hospital’s identified behavioral crisis response methodsAble to implement the knowledge, skills, and abilities from the hospital’s identified behavioral crisis response methodsSuccessfully pass hospital core orientation and position specific training skills assessmentSuccessfully pass assigned trainings24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.New establishment25.What is the function of the work area and how does this position fit into that function?The function of the work area is to maintain a high level of efficiency in the administrative services function of the hospital. This position provides the support necessary to achieve this efficiency.26.What are the minimum education and experience qualifications needed to perform the essential functions of this position?EDUCATION:Possession of a bachelor’s degree in business administration, public administration, or a related field. EXPERIENCE:Administrative Manager 12Three years of professional experience involving the application of the principles of finance or in two ormore of the following areas of administrative management: human resources, information technology,purchasing, organizational analysis, or property management, including one year equivalent to the experienced (P11) level. Administrative Manager 13 - 15Four years of professional experience involving the application of the principles of finance or in two ormore of the following areas of administrative management: human resources, information technology,purchasing, organizational analysis, or property management, including two years equivalent to theexperienced (P11) level or one year equivalent to the senior, lead worker, or specialist (12) level.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge in the area of food service.Knowledge of the principles and techniques of administrative management including organization,planning, staffing, training, budgeting, and reporting.Knowledge of the principles and techniques of financial management.Knowledge of official planning and management.Knowledge of labor relations and equal employment opportunity policies and procedures.Knowledge of the principles of office management including organization, work flow, forms, supplies,equipment, and procedures relating to filing, record keeping, correspondence, mail, procurement, stockkeeping, and duplicating.Knowledge of methods of research and analysis, work standards, and work simplification.Knowledge of training and supervisory techniques.Knowledge of employee policies and procedures.Ability to instruct, direct, and evaluate employees.Ability to plan, direct, and coordinate program and administrative activities of a complex, interrelated andinterdependent nature, where unknowns and numerous contingency factors are involved.Ability to obtain and analyze facts and precedents in making administrative decisions.Ability to solve problems and make decisions.Ability to formulate policies and procedures based on information of a conceptual nature from varied andcomplex sources.Ability to establish and maintain effect relationships with government officials, private industry officials,professional personnel, and others.Ability to communicate effectively.Ability to maintain favorable public relations. The MDHHS mission is to provide opportunities, services, and programs that promote a healthy, safe, and stable environment for residents to be self-sufficient. We are committed to ensuring a diverse workforce and a work environment whereby all employees are treated with dignity, respect, and fairness.CERTIFICATES, LICENSES, REGISTRATIONS:NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position.I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Supervisor’s SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to statements of the employee(s) or supervisors.I certify that the entries on these pages are accurate and complete. Appointing Authority SignatureDateTO BE FILLED OUT BY EMPLOYEEI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Employee’s SignatureDateNOTE: Make a copy of this form for your records. ................
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