Job Description

Position Highlights:

The Manager, Clinical Trial Business Office is responsible for providing leadership and general oversight of the operation of the Clinical Trial Business Office functions, including Clinical Research Budget Analysis, Coverage Analysis, Clinical Trial Management System calendar activation, and post-activation amendments. This position manages the operation of Clinical Trial Business Office (CTBO) teams. The manager oversees the Clinical Research Budget Analysis team's operation to ensure timely and compliant budget negotiations, oversees the Clinical Research Coverage Analysis team's operation to ensure released calendars are accurate and compliant, and oversees the Oncore Administrator team's operation to ensure data is entered timely, accurately, and at the highest quality. The manager ensures that Key Performance Indicators (KPI), including Service Level Agreements (SLA) for activation and amendments, quality, and productivity, are met or exceeded. The Manager, Clinical Trial Business Office, is responsible for the operation, processes, and initiatives of the department to successfully achieve clinical trial participation and revenue goals.

The Ideal Candidate Will Have:

• MBA, MHA, or related advanced degree.
• CHRC.
• Oncore Financials.
• Experience in clinical research or revenue cycle, billing compliance, research contract management, billing, coding, and revenue recognition/integrity.
• Experience in medical coding or billing.
• Advanced experience in Excel (V-Lookups, Pivot Tables, Index, etc.).
• Knowledge of healthcare compliance and federal regulations related to clinical research.
• Knowledge of the research regulatory environment.

Responsibilities:

Develop and monitor policies and procedures, metrics, and dashboards for effectively managing the team:

• Ensure productivity and quality standards are set, adhered to, and shared with team members to ensure adequate coverage, timely turnaround, and SLAs are met, leading to institutional goals.

Maintains knowledge of rules and regulations governing clinical trials:

• Keeps current with healthcare industry guidelines, requirements, and compliance best practices.

Contract Administration/Management:

• Will work with the Office of General Counsel to ensure proper review of agreements takes place and that all contracts are managed within the contract management system software.

Manage and cultivate relationships across the center:

• Work closely with the Clinical Trials Office, Research Finance, Patient Financial Services, and Moffitt Medical Group in resolving research-related billing issues.

Research Revenue Cycle Management and Integrity:

• Responsible for ensuring the team enters event schedules, budgets, billing plans, and other financial information into the Clinical Trial Management System or other software to maintain proper reimbursement and revenue integrity. Will ensure proper cost centers are used.

Department Related Projects:

• Conducts special department projects as they are assigned.

Manage and oversee a team of Budget/Coverage Analysts and Coverage Analysts:

• Performs reviews of departmental folders to ensure accuracy in documentation, required checklists, and other necessary paperwork are in place and updated with the protocol, executed agreement, budget, and other pertinent documentation. Responsible for identifying possible file errors and notifying appropriate team members to resolve issues, making sure documentation leaves a clear trail.
• Monitors staff productivity and quality. Assigns staff workload. Provides functional direction and continuing education related to budget development and negotiation, contract negotiation, and general business comprehension.
• Responsible for maintaining employee policies and work rules as they relate to PTO requests, appearance, safety, and confidentiality for all team members.
• Develop corrective action plans and educational programs for furthering research, contractual/budget education for quality improvement
• Will interview potential candidates under direct supervision, as well as the execution of staff performance appraisals. Responsible for hiring, counseling, mentoring, coaching, performance management, reward, and recognition of direct reports. Responsible for issuing HR disciplinary actions as needed.
• Actively resolves problems/conflicts, recommends solutions, and initiates action/follow-up while encouraging staff to recommend solutions.
• Ensure coverage analysts are providing timely completion of work.
• Ensure coverage analysts are providing high-quality, accurate, and compliant coverage analyses, document concordance, etc.

Training/Education:

• Provide training and consultation to investigators and research staff, and managers on regulations and policies related to budget negotiation, contract administration, and research revenue cycle management. Also provides consultation in the development of investigator-initiated protocols with respect to implications for budgeting.

Research Revenue Financial Oversight and Review:

• The types of challenges typically faced, and decisions typically required in this job begin with the review of the basic financial information of funding sources. Determine the risk of the funding source and inform upper management of findings. Work with Research Finance to review accounts receivable on a routine basis to determine the potential funding source limits and advise upper management of concerns. Assist in the development of the reports requested to determine and monitor revenue, costs, fee schedules, CPT codes, recording timelines to complete tasks, calculation of fees distributed to departments and programs, study types, and financial analysis of potential loss.

Credentials and Qualifications:

• Bachelor’s Degree in Business Administration, Finance, Healthcare, or research-related field.
• Minimum of seven (7) years of Healthcare Clinical Research or Revenue Cycle experience, including at least three (3) years of experience in a leadership, supervisory, and/or management role within a business and/or financial analysis department, is required.

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