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Operations Manager - Greenville Women's Clinic

April 04, 2013 - June 02, 2013
Location:Greenville, NC
Benefits:Full
Employment Type:Full Time
Department:Midlevel Managerial
Description:Responsible for performing the tasks and duties below under the guidance and direction of the Director of Operations. This position will be required to follow policies and procedures set forth by Physicians East, P.A. and abide by the policies and regulations set for by the Health Information Portability & Accountability Act (HIPAA), HCFA, and any other state and federal regulatory requirements necessary to perform the functions of the position. It is essential that this position act always with the best interest of the organization in mind.
Duties:STAFFING
Interview potential employees and approve to begin hiring process. Train or delegate training for new hires and current staff as required during upgrades and new system implementations. Evaluate staff annually and after probationary period. Discipline and counsel staff as necessary with verbal and written communication. Maintain office bulletin board for staff to stay posted on corporate events.

Hold routine staff meetings and educate staff on office and corporate policies.

Report payroll to HR department, approve time off requests for staff and report request to HR. Ensure appropriate office coverage at all times. Monitor overtime and overall staffing expenses. Verify staff is current on HIPAA, OSHA, Compliance training.

Supervise mid-level providers, including vacations, call and office coverage. Evaluate mid-level providers. Hold regular meetings and maintain minutes as required by the respective boards.


PHYSICIAN EXPECTATIONS
Attend weekly physician meetings and maintain agenda & minutes. Communicate office/staff issues. Communicate physician needs/concerns to corporate.

Approve & maintain physician vacation requests. Determine call/office coverage and find physician coverage if necessary. Communicate call coverage with answering service.

Submit and categorize physician business expenses. Obtain annual reporting.

Submit and categorize physician CME. Verify state license requirements, Board affiliation requirements and DEA certifications have been obtained and submit to HR.

Report potential malpractice cases to Compliance Officer.

Act as a liaison with other PODs, G&A staff & community to project office and physicians positively.

BUILDING/MAINTENANCE RESPONSIBILITIES:
Coordinate internal and external building maintenance, including equipment, furnishings, and landscape. Also, hire and coordinate cleaning staff. Coordinate office décor changes/upgrades. Assign payment through Property account as needed for these services. Ensure annual inspections on mechanical/electrical equipment, safety checks, microscopes and fire extinguishers are performed. Verify building meets state codes, HIPAA, and OSHA requirements.

Maintain security/fire systems and respond to calls received by alarms after hours.

Phone/Voicemail/ACD/PRI Upgrades and maintenance.


GENERAL DUTIES:
Work closely with nursing supervisor providing support in her functions and understanding how the clinical position impacts the financial aspect of the POD.

Perform cost analysis and workflow analysis for various projects/equipment determined by physicians and personal observations. Improve office workflows and continually seek ways to improve processes. Maintain vision for where healthcare and practice should be going.

Evaluate/order/approve supplies and equipment purchases. Approve invoices for payment and send to Finance Department. Maintain and minimize office expenses.

Maintain office reports (Delivery Stats, Surgery Stats) and act on information obtained to determine staffing/training/advertising needs.

Verify G&A responsibilities are carried through and error rate is minimal/acceptable.

Provide technical support for minor system problems (computers/printers/phones). Super User for Electronic Medical Record and Practice Management System. Assist with system upgrades, training and attend meetings regarding potential system changes.

Seek methods to improve patient satisfaction & patient education. Handle patient concerns/complaints regarding billing/workflow/physician and/or staff issues.

Advertise seminars, office services and providers to ensure competitive in marketplace. Plan and organize seminars for community.

Backup key office positions such as surgical coordinator and patient representative.

Maintain office affiliations and re-certifications to organization such as AIUM. Maintain office subscriptions to journals and magazines.

Template and schedule maintenance. Including time slot layout and appointment slot assignment.

Attend monthly POD manager’s meetings/Exe. Meetings and other departmental meetings as required by other G&A staff. Sit for various committees as determined by current PE projects and take on assignments to assist such committees.

Other duties as assigned.

This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.
Qualifications:Bachelor of Science Degree in Business Management, or other related field plus a minimum of five years experience in managing/supervising multiple staff members and job positions in a diverse hierarchy. Background in healthcare required. Must be computer savvy and proficient in Word and Excel. Public speaking required.


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