Clinic Operations Manager

Description

Summary:

Under the leadership of the physician group and Chief Operating Officer, the Clinic Operations Manager is responsible for planning and managing the operations of the clinic. Responsibilities include: plan and implement clinic goals and objectives; plan, develop and implement appropriate policies and programs to ensure 1) effective utilization of staff and resources, 2) meet regulatory compliance, and 3) provide quality care to patients. Foster a team approach in providing care and excellence in “customer service” to ensure the optimum patient experience. Represents EHN in a professional, friendly manner at all times.

Supervisory Responsibilities:

This is a management position responsible for ensuring the successful operation of the clinic. The incumbent is responsible to carry out the full spectrum of management responsibilities in accordance with EHN and clinic policies and applicable laws, and to ensure subordinate supervisors and staff perform their duties within established job expectations. Responsibilities include hiring and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Essential Functions:

• Oversee and manage all aspects of clinic operations, including front office, back office and facility maintenance. 
• Provide ongoing feedback and communication with employees; organize and conduct regular clinic meetings designed to inform and motivate staff to carry out their responsibilities in an effective, efficient and timely manner with a focus on providing quality patient care. 
• Foster teamwork among staff and physicians to ensure the optimum patient experience and seamless quality care.  
• Under the leadership of the physician group and Chief Operating Officer, plan and implement goals, objectives, policies and priorities of clinic projects and functions.
• Plan, coordinate and review department structures and work functions; monitor and evaluate the effectiveness and efficiency of processes, methods and procedures for each department, and the clinic as a whole; in consultation with the physician group and Chief Operating Officer, modify and implement change where needed.
• Provide operational and staffing updates to the Chief Operating Officer and physician group at regular intervals or upon request.
• Initiate timely and effective communication with the Chief Operating Officer and physician group about unique circumstances that may arise with regard to patient care, clinic operations and employee relations.
• Coordinate and ensure effective and appropriate education, training and professional development of staff; assess training needs of staff; develop and implement training programs that meet the needs of the clinic and regulatory requirements.
• Manage and coordinate facility maintenance and services of assigned clinics; negotiate contracts with vendors, contractors and suppliers; review and negotiate revisions, changes and additions to contractual agreements.
• Develop and maintain communication strategies that include regular sharing of information about patient care.
• Ensure the protection of confidential patient information; guide staff in using good judgment in sharing confidential information in a manner that is consistent with patient care and current laws and regulations, including HIPAA.
• Oversee and manage the quality assurance and workers’ compensation programs.
• Ensure a safe and healthy environment for patients and staff; adhere to, and ensure staff adherence to all safety standards as established by OSHA.
• Ensure all work is performed in compliance with company policy, department procedures and regulatory requirements, including State and Federal laws and regulations.
• Responsible for primary clinics, including satellite locations, providing ophthalmic, optometric, and opticianry services. Generally manages approximately 50 or more employees.

Secondary Functions:

• Other duties which may be necessary or desirable to serve the patient and support the success of the department or the company overall.

Physical Demands / Work Environment:

• Majority of work is performed in a general office environment. Exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced environment.
• This position requires manual/finger dexterity as necessary to perform daily job duties.
• Occasionally required to stand and/or walk for extended periods of time.
• Occasionally required to sit for extended periods of time.
• Occasionally required to reach with hands and arms; lift, push, pull and/or carry objects up to 20 pounds.
• Occasionally required to occasionally travel between locations.

Reasonable Accommodations:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

Education and/or Experience; Certificates, Licenses, and Registrations (Minimum Requirements):

• High school diploma or equivalent.
• Bachelor’s Degree in related field preferred.
• Minimum three (3) years of senior management experience
• Minimum five (5) years experience in a medical clinic.
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties.

Necessary Knowledge, Skills and Abilities:

• Computer literate with proficiency in Window’s based programs.
• Knowledge of Federal and Oregon State laws and regulations as they pertain to medical practices, including HIPPA requirements.
• In-depth and extensive knowledge of medical office management and procedures.
• Knowledge and understanding of medical terminology and procedures relating to the eye.
• Knowledge of organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.
• Ability to analyze information and use logic to resolve issues and problems.
• Ability to manage staff and resources in an effective and efficient manner.
• Ability to establish and maintain cooperative working relationships with all persons contacted in the course of work.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to prioritize and multi-task; must be organized and flexible to change course of work/projects as circumstances dictate.
• Ability to effectively guide, develop and motivate employees.