SUMMARY: The Medical Operations Manager oversees medical administrative operations for treatment programs and develops strategic partnerships with community organizations. The Medical Operations Manager provides supervision to the range of positions that support medical services.

This position collaborates with program, medical, and administrative leadership to develop and track service goals to improve quality and reduce cost and to develop, update, implement and audit all policies, procedures, and workflows that support medical operations.

ESSENTIAL RESPONSIBILITIES AND TASKS:

• Oversee medical scheduling, PTO requests and cross-coverage
• Work with Medical and Program Leadership to develop medical operations department goals, protocols and workflows to improve patient care while also reducing clinics costs
• Participate in budgeting committees to maximize resource allocation.
• Work with billing to ensure optimal return on medical visits
• Collaborate with Outpatient Leadership to develop and lead teambuilding exercises to enhance retention.
• Develop, mentor, and inspire cross-functional medical support team
• Participate in community outreach and partnership development with community agencies, as directed and approved by senior leadership
• Identify opportunities, develop and disseminate enhanced marketing tools with Outpatient Leadership and Marketing.
• Supervise, hire, and train medical operations team including medical assistants, care coordinator, and UA techs
• Supervise medical assistants, UA Techs, and Care Coordinator
• Perform/document supervisions for supervised staff
• Correct/submit time cards for supervised staff
• Provide training to mentors, site support, and counselors on medical processes and workflows, including education on the use of medications to treat substance use disorders.
• Attend and actively participate in leadership meetings, including Core outpatient leadership, outpatient workgroup, site support workgroup, medication management, medical scheduling, and leadership huddles.
• Attend and actively participate in team meetings, including case conferences, daily medical huddles, medical staff and outpatient team huddle, and medical assistant huddle
• Manage supervised staff PTO requests and call outs as well as assist Office Coordinator with medical practitioner PTO requests and requesting coverage.
• Facilitate recurring meetings with community partners as directed and approved by senior leadership, ensuring emphasis on quality partnerships and active communication across individuals and agencies
• Manage Vivitrol; supply management including ordering and quality controls, tracking fridge temps, and tracking monthly injections at each site.
• Collaborate with team to create and implement new policies, procedures, and workflows
• Update and implement policies, procedures, and workflows as needed, ensuring inclusion of relevant staff or departments as indicated
• Achieve outcomes using methods that align with CODA’s mission and values:
  • Communicate accurately and positively about recovery and the use of evidence-based treatments.
  • Use data and science to identify barriers, overcome obstacles, and inform decisions.
  • Be financially responsible; avoid waste, document accurately, seek new opportunities to serve.
  • Demonstrate compassion and respect for others.

CMA Duties: Directly provides essential CMA duties as necessary secondary to staff vacancies and short term coverage needs or when temporary needs are identified including, but not limited to:

• Request clinical salient information from counselors
• Prep chart notes
• Pull PDMPs
• Prepare patients for medical appointments
• Track/prep/perform medication counts
• Track/prep/perform and schedule Vivitrol injections
• Facilitate order/receiving external labs
• Facilitate bridge scripts
• Call in prescriptions and manage patient/pharmacy questions
• Triage and/or manage MAT related patient calls
• Assist with UA’s
• Take vitals

SECONDARY RESPONSIBILITIES AND TASKS:

Care Coordination:
Review chart notes for care management notes and distribute/complete as applicable

• Prepare huddle notes
• Add phasing recommendation to Huddle notes
• Help facilitate Case Conferences
• Track and follow up on prior case conferences

SUPERVISORY RESPONSIBILITIES:

This position is accountable for the full range of supervisory responsibilities, ensuring appropriate steps are taken in hiring, coaching, corrective action, training and termination of employees.

REQUIRED EDUCATION, EXPERIENCE:

• Completion of a Medical Assisting program needed to attain the required certification for this position
• Minimum 2 years of leadership experience working in medical clinic operations.

COMPETENCIES AND SKILLS:

• Demonstrated competence in leadership, wellness, oversight and evaluation of services, staff development, utilization of community resources, and implementation of all provider policies.
• Ability to utilize both oral and written communications skills to effectively communicate with patients, co-workers, community resources, supervisors, and various other individuals encountered in the course of performing work while maintaining patient confidentiality and establishing professional rapport.
• Ability to maintain professional communications and boundaries while managing complex situations and interacting with individuals diagnosed with substance use or co-occurring conditions.
• Ability to operate a computer, utilize MS Office programs, and effectively navigate and maintain patient records in an electronic medical records system.

REQUIRED CERTIFICATIONS AND LICENSES:

• Active AAMA Certification or similar certification
• Basic Life Support (BLS) certification or ability to acquire within 90 days of hire.
• Crisis prevention certification (such as CPI) within 90 days of hire.
• A valid Oregon or Washington driver’s license.

PHYSICAL DEMANDS:

• Must be able to safely operate a motor vehicle.
• Must be able to occasionally lift up to 50 lbs.
• Must be able to perform Basic Life Support for 15 minutes continuously and maintain BLS certification.
• Must be able to follow proper protocol while interacting directly with patients and working in a clinical environment.
• Must be able to operate a personal computer, including reading from a computer monitor, keyboarding, and using a mouse.
• Must be able to negotiate staircase, reach, bend, and handle objects.
• Must be able to follow infection control practices and safely work in patient-focused environment.

OTHER REQUIREMENTS:

• Reliable transportation between multiple worksites.
• Consistent attendance and punctuality are required of this position.
• A negative result on all pre-employment, reasonable basis, and post-accident drugscreens.
• An acceptable criminal record as determined by DHS, the Oregon Administrative Rules, and the Oregon Revised Statutes; and no current supervised parole or probation.