Department Business Administrator

Role Overview

• Oversee all front office processes at UAMS Family Medical Center – Pine Bluff.
• Develop, implement, and refine registration workflows including demographic verification, insurance verification, and copay collection.
• Ensure ongoing training and education for registration staff on scheduling protocols.
• Manage mail distribution to appropriate departments.
• Supervise and maintain adequate staffing levels.
• Direct all call center operations; develop processes and train call center staff on scheduling protocols.
• Ensure reminder calls for appointments and timely appointment recalls.
• Monitor call volume by operator; generate monthly reports for Administrative Director.
• Oversee call center work queues and service levels.
• Oversee clinic deposits, financial reporting, patient refunds, patient accounts, hospital and nursing home billing, medical records, referrals, scanning, and importing.
• Ensure staff adheres to UAMS and insurer deadlines relating to patient accounts and financial counseling.
• Supervise daily scanning/importing; ensure documents are imported within 48 hours.
• Oversee medical records to meet submission deadlines.
• Lead departmental procurement; manage purchase requisitions in compliance with policies and state procurement laws.
• Act as a liaison between vendors and internal departments; monitor order status, resolve issues, and guide stakeholders on procurement.
• Manage vendor contracts and agreements in Ntracts.
• Maintain effective vendor communication regarding requisition status, purchase orders, and shipping timelines.
• Identify and implement process improvements to procurement for efficiency and compliance.
• Plan and conduct hiring processes (interviews, screenings, hires), training, performance evaluations, and employee counseling.

Requirements

• Bachelor’s degree in Business, Health Care Administration, Finance, Accounting, or related field plus four (4) years of experience in business, finance, or administration.
• Leadership and Team Management: supervise, coach, and develop diverse staff; manage change.
• Process Improvement: design and sustain efficient workflows across front
• and back-office areas; measure impact.
• Healthcare Operations Knowledge: understand patient access, revenue cycle, medical records, and regulatory requirements.
• Financial Acumen: manage deposits, reporting, patient accounts, refunds, and vendor invoicing; monitor deadlines.
• Procurement and Vendor Management: handle requisitions, policies, contracts, and vendor communications; negotiate and resolve issues.
• Data and Reporting: analyze metrics and produce actionable leadership reports.
• Communication: clear written and verbal communication; train staff effectively.
• Technology Adaptability: proficient with scheduling systems, scanning/importing workflows, and contract platforms; comfortable with digital tools and remote work.
• Regulatory Compliance: knowledge of procurement laws, insurer requirements, and healthcare regulations; maintain confidentiality.
• Customer Focus: commitment to patient-centered service and proactive issue resolution.

Benefits

• Health: Medical, Dental and Vision plans available for qualifying staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy