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Penn Medicine Chief Operating Officer - Family Medicine in Philadelphia, Pennsylvania

Chief Operating Officer - Family Medicine

  • Job ID :92476

  • Job Category: Management/Leadership

  • Specialty Area: Management/Leadership

  • Primary Shift: Day

  • Work Schedule: M-F

  • Penn Medicine Entity: Clinical Practices of the University of Pennsylvania

  • Location: Philadelphia, PA

  • Address: 59 N 39th St

  • Education Required: Per Position Description

  • Experience Required: Per Position Description

  • Employment Type: Full-Time Regular

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Position Description :

Reports to: Chair with matrixed reporting relationship to Executive Director of the Clinical Practices of the University of Pennsylvania

The Department of Family Medicine and Community Health and the Clinical Practices of the University of Pennsylvania seek a Chief Operating Officer who will bring a breadth of administrative knowledge and experience to oversee its complex business operations. The scope of leadership includes strategic planning and execution, clinical operations, research administration, and financial performance oversight including revenue cycle management.

The department has a proud and rich mix of academics and service and is deeply engaged in several initiatives across the academic health center, the surrounding community, the medical school and University-wide. Founded in 1996, the department has quickly gained excellence in fellowship, residency, and pre-doctoral training, patient care, research, and community health programs. The department currently has an annual clinical budget of $13 million, $3 million in sponsored programs, 28 faculty members, 27 residents on the Philadelphia campus, and 55 staff members.

The department needs a candidate with strong financial and strategic operational experience to manage change and growth, and respond to strategic and business opportunities effectively, while gaining operational efficiencies. The successful candidate will embrace and advance the department’s vision and mission which is centered around the achievement of health equity and work with other Penn Medicine leaders to advance the ideal of excellence in the academic and clinical programs of our unique academic enterprise. The ideal candidate will have a proven track record of creative and energetic problem solving with demonstrated ability to identify and implement innovative approaches to operational management. S/he must have exceptional integrity, and business intelligence and maturity, and be goal-driven.

The candidate must be able to respond effectively to changing organizational dynamics and strategic goals and effectively take advantage of new strategic opportunities in business, scholarly, community health, and human capital. At the same time, the department needs an executive with a personal style that is unflappable, and an approach that inspires confidence and respect for his/her ability to successfully meet the challenges of the role.

The position requires excellent interpersonal and communication skills and an ability to navigate a complex and dynamic organization. The candidate must be comfortable working with highly successful professionals, and diverse institutional and community stakeholders.


Internal Relationships

• Department Leadership

 Partners with Chair to build and enhance positive relationships with University/Penn Medicine leadership.

 Focuses on advancing departmental strategic goals while assuring alignment with broader institutional mission.

 Communicates clearly, and commands respect, confidence, and trust

 Makes difficult, but sound decisions consistent with organizational policy

 Exemplifies in his/her action principles of collegiality and collaboration at all times

 Adheres to established departmental and overall Penn Medicine policies and procedures and apply then equitably

 Effectively represents department leadership to faculty in regular meetings and daily interactions.

 Proactively identifies faculty concerns and issues, and partner with the Chair for appropriate timely resolution

 Responsive to requests and tasks are completed within the established timeframe

• Change Management

 Works effectively with Penn Medicine faculty and leadership to develop programs, services and initiatives to anticipate future customer needs, build customer loyalty and generate profitable growth

 Develops and participates in the analysis and evaluation of strategic business plans, feasibility studies, market assessment, marketing plans, data gathering, and presentation of written reports on prospective new clinical programs and opportunities for enhanced professional and diagnostic revenue

 Ensures that major messages are consistent, credible and reflects core values.

 Manages routine and crisis communications throughout the department/entity/community as they arise.

 Proactively develops and implements change management strategy for major organizational initiatives.

 Champions and celebrates successes

 Effectively and regularly communicates the importance of:

o Patient experience, quality of care and service

o Sound financial performance

• Employees and Faculty

 Regularly meets with all employees to promote communication and build productive relationships

 Supports and/or oversees the hiring/recruitment, and onboarding of staff and faculty

 Attentive to the needs of both the staff and faculty, and be open to and respectful of all perspectives

 Personally spends time with staff and faculty to understand their respective needs and expectations

 Develops and executes effective talent management processes

 Motivates employees to work to the top of their training/license

 Effectively trains and oversees grants and financial management staff

 Establishes priorities for improving performance

 Completes annual performance appraisals on time

• Quality and Performance Benchmarking

 Ensures that access to and quality of care is a priority

 Fosters a culture of collaboration, partnership, and excellence (values quality, service, and a team-work)

 Collects, interprets, and transparently shares performance data on all relevant metrics in a timely manner

 Regularly generates and communicates appropriate quality and performance reports at individual, team and department levels across all mission areas

 Supports the creation of clinical effectiveness targets, improvement plans and reporting systems to ensure the delivery of high quality, effective and efficient patient care

 Ensures that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently

• Operational Efficiency

 Drives operational integration of programs by ensuring alignment with overall goals.

 Establishes processes for operational efficiency and minimize waste and redundancy in all mission areas

 Ensures effective utilization of materials, staff and financial resources

 Efficiently manages the use of all clinical, research and administrative space

 Creates an environment that supports and enables integration of academic programs into patient care

 Continually assesses operating procedures and takes action to assure on-going quality improvement

 Provides decision support tools and analytic support through use of clinical data

• Diversity and Inclusion

 Fosters a culture of diversity, inclusion and fairness

 Promotes a culture of transparency related to all productivity and financial metrics for staff and faculty

 Supports the unifying goal of achieving equitable health outcomes for all

• Patient Care Processes

 Ensures that all patient care related processes deliver high quality and efficient care to patients and their families

 Ensures patient and customer satisfaction through comprehensive review of all key measures

 Supports Business Development & Affiliation and Marketing in partnering with affiliates to develop mutually beneficial clinical and operational programs.

 Ensures all Department facilities and environments of care are clean, safe and patient friendly.

 Ensures all outsourced services meet agreed upon service and quality standards for the Penn Medicine brand

• Financial Management

 Maintains fiscal accountability

 Plans, monitors and manages the operations budget to ensure achievement of operational and financial goals

 Oversees physician revenue generation and third party billing compliance, and outside contracts

 Oversees charge capture, co-payments, deductibles, authorizations & referral management, including application of standardized financial counseling practices

 Oversees physician services cost analysis, focusing on physician clinical capacity and productivity

 Facilitates open sharing of physician productivity data

 Develops and provides access to statistically valid benchmarking data

 Oversees financial modeling of clinical practice performance for cognitive and procedure-based activity

 Directs multi-complex organizational and financial problem-solving for physician services productivity, reimbursement, coding compliance documentation and site-specific professional, technical and global fee billing

 Performs impact analysis of actual or proposed changes in payment methodologies, i.e., APC, MAPS, RVU updates, fee schedules

• Regulatory Compliance

 Ensures all areas of accountability are compliant with all federal, state and local regulatory standards and requirements, including TJC, Department of Health, funding agencies, FDA, HIPAA, HCFA, DPW, department specific NIH guidelines and others.

 Manages insurers’ QA Audits and represents Department with any necessary response

 Reviews, implements and ensures compliance of regulatory and legislative changes for all third parties

External Relationships

• Customer Relations

 Personally spends time with patients, independent physicians, referring MDs and volunteers to understand their respective needs and expectations, and to build relationships.

• Affiliated Facilities

 Partners with affiliated facilities in access and program development, and network development.

• Professional Associations & Benchmarking

 Engage with primary care and family medicine-specific groups to foster relationships and identify benchmarks

 Interfaces with industry associations as a representative of the organization to identify benchmarks

• Community Relations

 Build productive business partnerships with the Children’s Hospital of Philadelphia, Community Health Centers, Independent practices and other community partners to advance patient care, research and educational programs

 Facilitates and, where appropriate, helps to lead the development of new community based programs, services, research, and educational activities

 Participate in community activities as appropriate.

Minimum Requirements :

Minimum Degree Requirements and Experience Required

 Advanced degree required, MBA and/or other related degree preferred

 At least 7-10 years of progressively responsible administrative leadership experience in academic medicine or comparable environment

 Excellent written and oral communication skills and the ability to communicate effectively with all levels of staff, and external constituencies

 A keen understanding of and experience with integrated academic health care systems and an appreciation for the distinct provider components

 Well-honed political/diplomacy skills; proven ability to navigate highly complex organizations

 A proven strategist with the ability to translate high-level, visionary thinking into executable goals

 Strong record of integrating and unifying diverse perspectives around creative solutions to challenges

 Ability to master complex issues swiftly and explain solutions articulately for decision makers and staff

 Knowledge of health care reimbursement, and medical school funding strongly preferred

 Knowledge of grants administration and fund accounting, including direct and indirect cost allocation, preferred;

 A deep commitment to diversity, and record of building diverse, inclusive organizations

 Ability to motivate, inspire trust, and organize people in a team

Additional Information :

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Penn Medicine

Live Your Life's Work

EOE/AA, Minority/Female/Disabled/Veteran


We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.