CHIEF OPERATIONS OFFICER (COO)

JOB SUMMARY:  This position reports to the Chief Executive Officer.  The Chief Operations Officer (COO) is responsible for providing effective communication of information within the Franklin Primary Health Center's structure.  The responsibilities include the following major categories of services:

¬Communications Systems and Support                         ¬Facility Management, Maintenance and Contracts Negotiation

¬Courier and Patients Transportation Services                              ¬Vehicle Maintenance and Repairs Services

¬Human Resource Management                                      ¬Medical Information Systems and Support

The primary responsibility of this position is to organize and supervise the resources and functions necessary to ensure that Franklin Primary Health Center's services are provided in a consistent, cost-effective manner, which satisfies the needs of each site and department will accommodate changing needs, and achieve the objectives defined by the Chief Executive Officer for the services.

The Chief Operations Officer is also responsible for facilities planning, preparation, coordination and analysis of integrated budgets and expense forecasts, capital equipment requisition preparation/processing, and other requirement in a manner, which supports optimal productivity within the department.

Due to the cross-functional and personal interfaces required by the position to evaluate user needs and provide necessary services, the individual must demonstrate good interpersonal, organizational, and communication skills.

Advises, consults, and coordinates with:

Chief Financial Officer - budgets; expenditures; policies; long- and short-term planning.

Chief Medical Officer - health care plan; OSHA policy; providers and nursing scheduling.

DUTIES AND RESPONSIBILITIES:  Plans, organizes, directs, and controls the activities of Franklin Primary Health Center clinical operations function.  Responsible for the performance of all clinical sites operations functions.

ESSENTIAL FUNCTIONS:

1. Reviews performance against Center's goals and objectives (business plan).  Provides reports to subordinates on interpretation of results and approves changes in direction of plans.
2. Presents monthly reports on performance as requested by the Chief Executive Officer.
3. Develops and recommends corporate operations policy within the Operations Department.
4. Defines and recommends objectives of the Operations Department.  Develops specific short-term and long-term plans and programs, together with supporting budget requests and financial estimates.
5. Coordinates and collaborates with other departments of the Center in establishing and carrying out responsibilities.
6. Reviews and approves Operations major projects involving major functional changes within the department's functional areas.
7. Works with Chief Medical Officer to coordinate and implement Performance Improvement and OSHA.  Monitor their implementation in the centers.

MANAGEMENT RESPONSIBILITIES:

1. Establish objectives and procedures governing the performance and assigned activities.  Issues specific annual objectives to immediate subordinates and reviews objectives of operation management.
2. Selects and maintains qualified personnel on all positions reporting directly and recommends compensation for them.
3. Directs, monitors and appraises the performance of departments immediately reporting and provides the necessary coordination between activities of departments.
4. Identifies training needs; initiates development of subordinates; recommends effective personnel actions.
5. Maintains appropriate communications within areas of responsibility.
6. Keeps employees informed as to Center/Department plans and progress.
7. Coordinates activities of assigned department duties at all sites with those of other Center departments.  Seeks mutual agreements on problems involving coordination.
8. Consults with all segments of management responsible for policy or action.  Ensures compliance with areas of responsibility.  Makes recommendations for improving effectiveness of policies and procedures.
9. Provides orientation and on-the-job training for subordinates and ensures that the authority and responsibility for each position are defined and understood.
10. Ensures that duties, responsibilities, authority and accountability of all direct subordinates are defined and understood.
11. Participate in development of incentive plan for providers and support staff
12. Monitor costs to ensure the organization remains cost effective (costs per medical provider, costs per user, medical costs,      administrative costs)
13. Develop and implement new strategies to increase patient encounters and center profitability
14.  Assist in the writing and development of grants
15. Help develop new workforce recruitment and retention strategies
16. Assumes other activities and responsibilities from time to time as directed.

CUSTOMER SATISFACTION REQUIREMENTS: Must provide the very best customer satisfaction to patients, volunteers, visitors, and co-workers at all time in a professional and courteous manner.

HEALTH AND SAFETY REQUIREMENTS:  The health and safety requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

1. Must adhere to safety regulations, personnel policies and procedures.
2. Must receive Safety and Hazardous Communication training annually.
3. Maintain yearly health maintenance records by obtaining TB skin testing and completion of the hepatitis series.

PRIVACY RULE COMPLIANCE REQUIREMENTS:  

1. Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
2. Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.

PROTECTED HEALTH INFORMATION (PHI) ACCESS:  RESTRICTED- For purposes of HIPAA Compliance there are 4 workforce categories, which define the level of access to PHI that is granted to the incumbent.  This position is classified under ADMINISTRATIVE STAFF and therefore granted RESTRICTED access- to be defined according to workforce member’s specific job duties.  Use and disclosure must be in accordance with applicable privacy policies and procedures.

PERFORMANCE STANDARDS:  Performance will be evaluated by the Chief Executive Officer annually wherein a satisfactory overall rating is considered a minimum acceptable level of performance.

QUALIFICATIONS:  Master's degree in Health Administration, Hospital Administration, or Public Administration or other related fields and three (3) or more years' experience; or a bachelor's degree and five (5) or more years work experience.  Strong managerial,, administrative and supervisory skills.  Participative management type--advocates team concept.  Well-developed interpersonal skills.  Ability to get along with diverse personalities.  Tactful, mature.  Satisfactory communication skills, written and verbal.  Results-oriented with the ability to balance other business considerations.

PHYSICAL/MENTAL DEMANDS:

1.             Requires working under stressful conditions or working irregular hours.

2.             Must be able to express ideas clearly and concisely; and exercise balanced judgment in evaluating situations and making decisions.

3.             Must be able to communicate, written and orally, information to clients and staff.