Health Services Administrator

Website Vivent Health

Job Code: 2021-HEA-007
FT/PT Status: Health Services
Location: Milwaukee Clinic (WI)
Explore our careers page to learn more about the benefits we offer!

Check out our Youtube channel to learn more about Vivent Health!

Videos to explore!

1) The Basics – HIV Prevention and Testing –
2) How is HIV Transmitted? –
3) HIV: Fight Back with HIV Treatment –
4) HIV: Let’s Reset What We Know –
5) HIV: The Goal of Undetectable –

Position Purpose

The Health Services Administrator will serve as the top administrative staff person of the Vivent Health Medical Center and be responsible for oversight of non-clinical activities of its medical, dental and mental health clinics working in close collaboration with the Vivent Health Medical Director, Dental Director and Behavioral Health Director, as well as the Chief Operating Officer.

The Health Services Administrator reports to the Director of Clinic Operations.  The Health Services Administrator has overall responsibility for operational reporting, health services-related grants management, customer service, patient complaint resolution, and records maintenance, and support for budgeting and budget management. The position also oversees Vivent Health’s Patient Service Representatives and the associated functions of registration, scheduling, and the provision of exemplary service resulting in an optimal patient experience.  In all aspects of this position the Health Services Administrator will work in close collaboration with the leaders of all clinical areas to enhance integration, quality, patient relations and overall efficiency of the operations of the Vivent Health Medical Center.

Scope of Responsibilities

Vivent Health is one of the nation’s largest providers of HIV prevention, care and treatment services with a budget approaching $150 million and employing over 450 professionals.

The unique, nationally recognized Vivent Health HIV Medical home model of care assures that everyone with HIV has access to medical, dental, mental health and social services and provides the best opportunity for patients to achieve high quality health outcomes. Vivent Health also provides aggressive HIV prevention services to gay men, injection drug users and others at the highest risk for HIV infection.

Vivent Health currently operates in multiple states nationwide. It embraces a Market Culture to increase access to care, enhance quality outcomes, achieve and surpass financial performance expectations and has an aggressive plan to expand into additional states.

Position Responsibilities

  • In partnership with health services directors provide leadership for the Vivent Health Medical Center specifically in the areas of reimbursement optimization, patient enrollment and retention, productivity metrics, and contract, grant, and budget management.
  • Supervise the Patient Services Supervisor, ensuring a smoothly functioning reception/registration/scheduling process, effective and friendly phone coverage, and delivery of an optimal patient experience.
  • Serve as the primary resource for patient problems and complaints across all Vivent Health sites and service lines. De-escalate patient incidents in the Milwaukee Medical Center and meet with patients as needed to deliver Behavioral Contracts, discuss expectations, and address issues. Serve as a liaison with Vivent Health security staff to ensure a strong partnership, and to articulate and enforce expectations.
  • Serve as a resource for patient questions regarding billing and financial responsibility.
  • Assist with the implementation and coordination of Vivent Health’s annual quality goals, working to improve and enhance linkage, engagement and retention to care, and supporting initiatives to improve viral suppression.
  • Work collaboratively with Vivent Health’s social services, prevention, housing, and legal program directors to ensure integration of clinical and program services.
  • Conduct grants management for all health services funding sources including reporting requirements and compliance with program work plans, and related program subcontracts.
  • Develop and maintain, in collaboration with Health Services staff, appropriate administrative policies and procedures in compliance with Federal, State and Vivent Health standards.
  • Participate in the generation and analysis of health services operational reports.
  • Ensure Health Services patient records are maintained in compliance with government regulations and consistent with standards of Vivent Health providers to ensure efficiency in service delivery.
  •  Assure Vivent Health health services are provided with administrative front office systems to support high quality care and treatment for patients and maintain effective and collaborative working relationship with the Director of Revenue Cycle and Finance staff to ensure optimal revenue generation.
  • Coordinate the Greater Wisconsin referral and care program.
  • Assure that the 340b provider approval list is maintained and updated.
  • Complete any and all duties as assigned by the Director of Clinic Operations.


Required Qualifications

  • Knowledge of and experience managing employees
  • Minimum of 5 years of experience working as an office manager or equivalent experience in a health care setting
  • Knowledge of and sensitivity to the HIV/AIDS patient population, and/or an eagerness to learn about this community.
  • Adheres to all agency policies including, but not limited to, Employee Handbook, Confidentiality, Healthcare Corporate Compliance Plan, Standards of Conduct, and other policies.

Preferred Qualifications

  • Bachelor’s degree in Health Administration, Business Administration, a related field or extensive job experience in managing a grant and reimbursement based clinic
  • Exemplary customer service skills, including de-escalation techniques
  • Excellent communication skills and ability to work effectively in a multidisciplinary team
  • Effective organizational skills
  • Ability to work with a diverse population
*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions*

**Equal Employment Opportunity/Affirmative Action Employer* *

Vivent Health is an equal opportunity employer and will recruit, hire, promote and transfer qualified persons into all job classifications regardless of race, gender, religion, skin color, national origin or ancestry, physical disability (including pregnancy) or mental disability, age, gender identity, sexual orientation, legally protected medical condition, family care status, marital status, veteran status, genetic characteristics or any other characteristic protected by federal or state law. Vivent Health complies with other expanded protected classifications that may be mandated by specific county or municipal regulations. As a recipient of federal funding, Vivent Health will not hire nor enter into a contractual relationship with any party that is debarred, suspended, or excluded from federal assistance programs.

*Public Student Loan Forgiveness*

Employment at our organization may qualify you for federal student loan forgiveness programs. We do not directly pay for – nor forgive – federal student loans; however our status as a not-for-profit organization under Section 501 (c) (3), makes us an eligible employer. There may be other determining factors for one to qualify.

Please follow this URL to review one such program and their requirements:

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