Specialty Clinic Manager

POSITION PURPOSE:

Provides leadership and oversees daily operations of the Specialty Clinic (Specialty Clinic includes both Specialty Clinic and Touchstone Orthopedics). Functions including organizing, planning, staffing, leading, and controlling the daily workload for the department. Assumes responsibility for quality results, patient care experience, business development, provider and staff relations, and strategic planning for the Specialty Clinic.

QUALIFICATIONS:

• RN license preferred
• Knowledge of the best practices for running a clinic
• One to three years management experience preferred
• Experience in a clinical setting preferred

GENERAL REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and / or ability required:

• Ability to add, subtract, multiply, and divide
• Ability to generate, read, interpret, and take action as it relates to basic financial statements, national and state regulations, safety rulings, operational and maintenance and organizational policies / procedures
• Ability to write reports and correspondence
• Ability to effectively present information to patients, families, employees, health care providers, etc...
• Ability to work cooperatively and communicate effectively to maintain good working relationships with staff and health care providers
• Ability to work with skill in identifying problems; making frequent decisions regarding method of performance

EQUIPMENT, TOOLS, MATERIALS:

• Calculator
• Computer and printer
• Fax and copy machine
• General office materials/supplies
• Information Systems
• Telephone system

SECURITY/ACCESS:

• Will have access to the facility 24 hours a day.
• Will have access to confidential information abiding by the organizations privacy policies and regulations concerning this information.

Essential Job Duties and Responsibilities

1. Manages all aspects of Specialty Clinic operations effectively and efficiently.

• Oversees day-to-day operations, which includes problem solving issues and ensuring effective processing.
• Organizes and manages quality assurance functions in close co-operation with the customers and with Fillmore County Hospital’s management team.
• Develops and documents department procedures to ensure consistent and accurate processing.
• Ensures service levels are achieved and maintained. Makes adjustments where necessary to meet service level requirements.
• Works with other departments in providing services and resources.
• Monitors workflow and departmental processes.
• Develops and maintains department policies.
• Sets and achieves department goals and objectives.

2. Coordinates staff and visiting physicians to best utilize physical plant, time, and resources.

• Keeps the channel of communication open between Providers, clinics and Hospital staff so patients are properly prepared for surgery and/or appointment with visiting specialist.
• Maintains quality assurance activities that improve the care in the specialty clinics and ambulatory surgery.

3. Recruits and develops a qualified and productive workforce.

• Maintains and creates department job descriptions to represent positions accurately and clearly.
• Recruits and interviews and selects qualified candidates following established hiring practices and guidelines.
• Orients new employees in a thorough manner to department and organizational operations, policies and procedures.
• Provides training to department staff in an appropriate and thorough manner.
• Offers opportunity for continuing education by sharing own knowledge, accessing internal opportunities, and considering external opportunities to support the continued development of department staff.

4. Performs employee relations functions effectively to promote a positive work environment, influence retention and enhance communication.

• Develops, supports and actively seeks activities and establishes an environment that promotes recognition and retention for employees.
• Communicates effectively and provides feedback to staff which may include department meetings, individual employee meetings, rounding, etc....
• Interprets and applies department and organizational policies with consistency and fairness in managing a qualified, efficient and productive workforce.
• Addresses employee issues in an effective and timely manner, including assisting HR in performance plans, disciplinary actions, or terminations.
• Communicates with department leadership and HR regarding employee issues appropriately in an effort to obtain guidance and reduce potential organizational liability.
• Enforces and interprets policies and procedures with employees, as necessary.

5. Manages departmental financial operations.

• Maintains, develops, monitors and reports budgets, expenses, variances and strategic planning for department.
• Maintains timekeeping records and updates appropriately and accurately for department staff.
• Works with vendors and management, as appropriate, to negotiate best value purchases.
• Participates in annual budgeting planning process.
• Develops reports to routinely share with staff: volume, referral sources, etc.

6. Follows HIPAA regulations and ensures that the confidentiality of patients’ medical, personal, financial records, employee records, and organizational records is maintained.

7. Participates in FCH committees, quality assurance, performance and quality improvement initiatives, and activities which support the facility and department operations.

8. Complies with the state and federal regulatory requirements related to the performance of FCH operations and requirements of the FCH Compliance Program. Including but not limited to:

• The Compliance Policy.
• Completes all mandatory on-line training annually and as assigned.
• All department and organization-wide policies.

9. Presents self in a professional manner and enhances professional growth and development through participation in education programs, current literature, in-service meetings and workshops.

• Seeks opportunities for continued growth and performance improvement.
• Always maintains a professional appearance and manner.
• Dependable and completes work in a timely manner.
• Demonstrates an understanding and emphasis on quantity, quality and knowledge of duties and tasks.

10. Performs other duties as assigned.

Essential Standards of Service Excellence

1. Abides by Fillmore County Hospitals Standards of Professional Courtesy and Respect which include:
Communication & Interaction
Customer Service & Respect
Teamwork
Telephone Communication
Safety, Pride &Ownership
Professional Appearance

2. Abides by Fillmore County Hospitals Core Values 1-12 which include:
Authenticity
Integrity
Awareness
Courage
Perseverance
Faith
Purpose
Vision
Focus
Enthusiasm
Service
Leadership

ESSENTIAL WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

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.