Operations Supervisor - Ambulatory Clinics- Full Time

Summary of Position:
The Operations Supervisor (OS) supervises and coordinates the daily operations of the outpatient medical clinic(s). This position ensures regulatory compliance, coordinates employee schedules and assures that essential Patient Centered Medical Home (PCMH) functions are met. The OS supports all human resource functions of the assigned clinics, oversees training and staff competency, and monitors departmental indicators and PI activities. The OS may perform staff duties within their scope and responds to various circumstances as the lead/supervisor of the clinic.
Qualifications
Education:
● College level coursework in the delivery of care in a medical clinic preferred.
● Medical Assistant certification through a national certifying agency OR completion of an accredited Medical Assistant program preferred
Experience:
● 2 – 3 years recent office management and supervisory experience strongly preferred but must have minimum 6 months recent office management and supervisory experience, preferably in a medical clinic
● Prior experience with quality improvement measures and the PCMH preferred.
● Prior experience with Accountable Care Organizations (ACO) and population health preferred.
● Epic experience preferred.
Knowledge/Skills/Abilities:
● Knowledge of professional, licensing and regulatory standards that apply to the activities of the medical clinic.
● Proficient computer skills as are required to document, communicate and enter information into the electronic medical records system, as well as to complete an online application and pre-employment/annual online learning requirements.
● Requires critical thinking skills, decisive judgment and ability to work with minimal supervision.
● Must be able to work in a stressful environment and take appropriate action.
● Excellent oral and written communication skills.
● Excellent interpersonal skills.
● Ability to effectively communicate in English, in compliance with patient safety standards. Bi-lingual abilities preferred.
● Working knowledge of quality improvement measures and the Patient-Centered Medical Home preferred
● Working knowledge of ACO’s, PCMH, and population health.
● Ability to analyze and interpret financial documents.
● Basic knowledge of Human Resource functions.
Certifications/Licensure:
● Current certification as a Medical Assistant from American Association of Medical Assistants, American Medical Technologists, California Certifying Board of Medical Assistants, or Multiskilled Medical Certification Institute preferred.
● Current Basic Life Support for Healthcare Providers certification from the American Heart Association, or ability to obtain prior to start date.
● Possession of a valid driver’s license in the employee’s state of residence.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
● While performing the duties of this job, the employee is frequently required to walk, stand, sit, and talk or hear.
● The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
● The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
● Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
● The employee must occasionally lift and/or move up to 25 pounds.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
● Contact with patients and guests under a wide variety of circumstances.
● Potential for exposure to the risk of infections and bloodborne and contagious diseases.
● Subject to varying and unpredictable situations, including the handling of emergency or crisis situations.
Essential Functions
1. Provide consistently exceptional care at all times.
2. Supervises and coordinates the daily operation of the medical office(s).
3. Oversees the ordering of office supplies, medications, and vaccines. Identifies needed repairs and maintenance of the office environment, and maintains the physical environment to ensure patient, staff and visitor safety.
4. Assists and supports staff as a resource/lead with daily office duties and functions.
5. Monitors patient schedules for optimization of appointments ensure processes are followed.
6. Assists in the development of reports to meet all organizational and regulatory requirements. Ensures reports are complete, accurate and provided according to established deadlines.
7. Audits processes to ensure appropriate submission of charge slips, credit card transactions and collected cash.
8. Ensures staffing meets the needs of the medical clinic, including scheduling of physicians and Advanced Practice Providers. Determines appropriate staffing levels based on expected patient volume and prepares staff schedules.
9. Facilitates and completes projects, audits, surveys and statistics.
10. Ensures ongoing compliance with professional, licensing and regulatory standards and assists in the development and implementation of corrective actions when deficiencies are noted.
11. Coordinates staff training and ensures compliance with ongoing regulatory and Barton Health training requirements.
12. Assists with payroll processes, ensuring the employee timekeeping system reflects accurate employee hours and consistently meets payroll deadlines.
13. Orients and trains staff and participates in performance reviews and disciplinary processes.
14. Identifies process improvement opportunities and makes recommendations for change.
15. Coordinates department meetings on a consistent basis.
16. Provides supportive and compassionate leadership to staff.
17. Responds to staff requests in a timely manner.
18. Ensures accurate and timely communication.
19. Is supportive of staff when dealing with conflicts involving other disciplines and services. Approach is non-judgmental and professional.
20. Staff performance is accurately evaluated. All evaluations are completed annually and according to organizational timeframes.
21. Develops and follows through with employee development plan when opportunity for improvement is identified.
22. Implements departmental policies and procedures that guide the provision of patient care services.
23. Set up physician office for new physicians, or relocation of physicians.
24. Assists with the renewal of physician licenses, facility licenses, and DEA renewals.
25. Responds to the needs of the department by performing other duties, as necessary.