role and responsibilities
In collaboration with WTMF leadership and other Clinic Operations Managers, the Clinic Operations Manager oversees the administration and operations of assigned clinics, ensuring regulatory compliance and alignment of organizational goals.
essential functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.- Collaborates with the Senior Manager, Clinic Operations, overseeing care, including, but not limited to, day-to-day operations, clinic-specific policies and procedures, marketing, customer/patient satisfaction, facilities maintenance, procurement of supplies and contact services, finance/budget, planning and development.
- Completes various special projects, which may require reviewing and analyzing information, identifying problems, recommending solutions, and writing reports.
- Manages facilities and environment assuring via other support services that the facility is maintained in a safe and clean manner and presents a professional environment at all times, and that workstations and workflows are organized to assure effectiveness and efficiency; coordinates maintenance and repairs of area, equipment and instruments; identifies operational needs; manages appropriate level of equipment and supplies.
- Supervises and directs the work of staff to achieve optimum patient flow and cycle times appropriate for services; analyzes staffing mix and staff development to meet clinic needs; interviews and selects new employees; assures training and orientation for all new employees; monitors staff productivity; schedules work; coordinates reporting of payroll; evaluates performance; implements employee disciplinary process and responds to grievances as needed; assures employee competencies and long-term development through regular performance reviews.
- Ensures that staffs understand and comply with organization protocols including medical standards and guidelines, risk management and safety procedures, regulations regarding patient rights, HIPAA requirements, regulations regarding identification and reporting of child abuse and sexual abuse of a minor, consent, infection control protocols, billing and coding practices and applicable OSHA safety standards.
- When applicable, mentors assistant clinical operations managers in development of leadership skills, fiscally accountable staffing/scheduling practices, professional development of staff, & outcomes based practice.
- Monitors and controls clinic expenditures, reviews and approves all invoices and maintains supply inventory. Create and maintain an overhead spreadsheet detailing monthly expenses.
- Approves all invoices from their respective clinic(s) and maintains knowledge and controls their respective clinic(s) supply inventory.
- Manages billing process including daily preparation of superbills, charge entry, and monthly review of AR reports with Director of Operations.
- Prepares and/or presents monthly reporting on a variety of statistics about their respective clinic(s).
- Offers employee relations solutions that align with and support business objectives and while also complying with federal and state guidelines.
- Assures that all equipment is maintained in good repair or is replaced as needed and monitors building for cleanliness.
- Works with organizational leaders in establishing and implementing annual capital and operational budgets.
- Assists the clinic management in strategic planning to increase revenue and outreach programs.
- Assists WHHS and WTMF Administration in scheduling meetings for providers.
- Effectively leads staff including clear communication and training, ensuring compliance with organizational goals.
- Planning and implementation of roll-out and training program for software applications including EPIC and all of its components.
- Resolves patient complaints using the Patient First Ethic model.
other duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
physical demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee may occasionally lift up to 25 pounds.
qualifications and education requirements- High School graduate or GED
- Some college is preferred in business, healthcare or closely related field.
- A working knowledge of best clinical and management practices, including performance and quality improvement methodologies such as Lean, Total Quality Management (TQM), Epic EMR
- Minimum 1-2 years of Management or supervisory experience in a clinical environment, including demonstrated success in managing financial resources, identifying and meeting patient requirements, and working effectively with medical staff and physicians
competencies- Business Acumen
- Interpersonal Relationships
- Collaboration Skills
- Communication Proficiency
- Decision Making
- Initiative
- Leadership
- Problem Solving/Analysis
- Technical Capacity
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