Director of Operations

General Summary

This position provides leadership, day-to-day management and oversight of the organization’s operational programs and facilities to meet the needs of patients, providers, staff, contractors and visitors. This will either be done directly or through delegation of responsibility to the assigned direct reports. As a member of the Leadership Team, the DOO assists with the implementation of the organization’s program and facility expansion.

DUTIES & RESPONSIBILITIES

 Leadership & Supervisor Role:

• Provides positive role model
• Participates in Leadership Team meetings, assists in development and implementation of long and short range programs/projects.
• Coordinates with CEO on reporting of multiple data reports and federal grants as needed.
• Collaborate and work closely with CFO in providing support to certain financial functions, and assist in the development and maintenance of departmental budgets.
• Collaborates with teams on issues related to patient scheduling, appointments, etc. to help optimize an efficient and systematic work flow.
• Collaborates with supervisor of call center on issues related to patient scheduling, appointment types per provider, phone issues etc. to help optimize an efficient and systematic work flow.
• Attend seminars, training sessions and in-services, to keep current with trends and practices in health care administration, as needed.

 Operations:

• Coordinate and ensure Practice Management & EMR system is running efficiently. While collaborating with the IT Service, make sure that all computer software programs are up-to-date.
• Oversees calendar set up and coordinates with all members on scheduling template
• Works with staff to create better access to care for patients and create a safer work environment for staff members.
• Responsible for the Patient Complaint process through information and the resolution of same in conjunction with the Director of Compliance.
• Enforces patient/employee/volunteer health and safety standards
• Enforces non-discrimination/confidentiality policies
• Enforces policies in Employee Manual for staff members
• Oversees the Patient Satisfaction survey program. Collaborating with Director of Compliance, provide the process, tabulation and then, analysis for the presentation to the CEO, CPI committee and then for approval by the Board of Directors.
• Maintains a chart and floor plan of the clinic that identifies the location and operations of reliable emergency electrical power for alarm systems, exit route and exit sign illumination and emergency communication system and indicates back up sources for that utility.
• Maintains a file on each emergency system, any repair and maintenance contracts, and the scheduled preventative maintenance plans, as appropriate.
• Responsible to delegate responsibility to shut off a utility, as appropriate, and reports and acts on utility problems or failures to the Safety Officer or CEO.
• Inspects utility systems on a monthly basis to ensure operations of current utility systems, to reinforce utility systems policies and to verify staff preparedness.
• Provides utility systems surveillance reports, including utility problems or failures, and their resolutions, to the CPI Committee.
• Supervises Maintenance team and assists in cleanliness of waiting room, restroom and storage areas
• Oversees all maintenance and repairs to all clinic property including building(s), equipment, and land.
• Provide routine oversight of any and all maintenance and/or housekeeping personnel.
• Provide leadership to various forms of Clinic training; as related to procurement of new equipment, facilities installations, etc.

EDUCATION & EXPERIENCE

• Business or Health Care Administration or related field and four years of progressively responsible experience in a medical office setting, including two years of medical office management, medical reception OR equivalent.
• Experience with low-income populations, Medicaid, Medicare in a community health clinic setting is desirable.

KNOWLEDGE, SKILLS & ABILITIES

• Must have ability to communicate effectively, have strong organizational and time-management skills, ability to manage, lead and direct people, capable of performing multiple tasks and the ability to work independently as well as a team member.
• Demonstrates effective verbal and written communication skills, including mediation, facilitation and the ability to explain complex concepts and instructions to a variety of audiences.
• Demonstrates effective customer relation skills, working with diverse groups in a stressful environment, displaying an understanding of group dynamics and dealing with stress effectively.
• Demonstrates strong organizational skills and effective use of time. Is astute at analyzing and solving problems and can demonstrate the ability to build consensus.
• Demonstrates ability to coach and direct staff and handle sensitive situations.
• Demonstrates the following objectives in all interactions with patients, providers and staff: A positive professional manner that reflects favorably on health center image; an educative approach to answering questions and informing others of policies, procedures and decisions. A firm, confident responsiveness in making decisions.

Job Types: Full-time, Permanent