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Operations Manager

Position Summary:

The Operations Manager is accountable for monitoring and assisting with the administrative functions of the day to day operations in the center. This includes accountability for client/doctor satisfaction, employee experience, a superior patient experience, financial results, employee and personal development. 

Responsibilities:

Administration

 

  • Ensure the center appears and is maintained in keeping with the standard of world class care ClearChoice has established
  • Ensure any paperwork or financial arrangements are properly documented
  • Ensure names, personal data, clinical notes/surgical charts and other information are updated in all pertinent systems by appropriate staff
  • Submit/approve expense reports and reconcile credit card statements.
  • Ensure any clinical approvals, forms and/or documentation is properly documented, including medical clearances, consent forms and HIPAA acknowledgements.
  • Complete end of day close out procedures including making deposits, and ensuring time and attendance is properly accounted for.
  • Serve as point of contact for all external vendors (i.e. alarm company, cleaning crew, etc.)

Patient Flow Management

  • Monitor daily schedule and ensure the patients are checked in and that they receive an outstanding patient experience
  • Manage Multishow/Consult Overflow process
  • Patient Finance Administration & Collections
  • Ensure adherence to compliance and documentation guidelines as it pertains to patient finance and patient scheduling.
  • Manage the administrative elements of the ClearChoice promissory note program
  • Property, Capital Equipment & Supply Management
  • Maintain and manage the relationship with the property management company.
  • Manage the signing out and return of all company equipment, building keys, badges, etc.
  • Serve as I.T. support for the staff as necessary

Compliance

  • Ensure appropriate on-boarding paperwork such as the Form I-9 is completed and forwarded to Human Resources.
  • Conduct safety meeting, and center audit to ensure all areas meet compliance requirements
  • Prepare for and participate in various inspections (Stericycle, Fire Dept, OSHA, Etc.)
  • Conduct safety evaluations/inspections for equipment and facility

Treatment Plan Coordination

  • Coordinate with administration when patient has to be referred out to other specialist before implant center work can proceed; e.g. endo, perio, etc.
  • If or when Treatment Plan changes; costs must change appropriately with the sequencing change with doctor’s signature.  Follow-up on all details to ensure changes are reflected throughout process.
  • Ensure that all subsequent visits are scheduled.
  • Make sure that all time units assigned to doctor and assistants are accurately placed in computer with the Treatment Plan.
  • Get the doctor into the education room; coordinated with PEC.
  • Verify patient medical clearance report when necessary.
  • Before a case is started, enter a list of all appointments necessary for each procedure with the time necessary for the procedure and the purpose of the appointment.
  • If the Treatment Plan is changed; send back to PEC to make new financial arrangements

Management

  • Support Dr. in the morning huddle to ensure entire staff is aligned with the day’s activity, including review of key financial and activity indicators.
  • Step in to provide non-clinical coverage or assist as needed with various responsibilities in the center (i.e. front desk lunch coverage, call volume overflow)
  • Lead daily huddles

Work Environment:

  • Hands-on, administrative setting (non-smoking); must be able to perform all administrative functions and ensure that the Center is delivering as required with scheduling, cleanliness, etc.
  • Constant interaction with patients, doctors and employees
  • Standard work hours include 4 days per week, 10 hours per day; up to 4 weeks of vacation per year as determined by the doctors

Experience:

  • Over 5 years of office management experience
  • Associate’s Degree in a business field or related coursework preferred
  • Excellent problem solving, critical thinking and professional judgment skills; can see multiple solutions to problems and choose best possible one for the needs of the patients and the business
  • Exceptional interpersonal skills:  flexible ability to work and communicate successfully with patients, doctors and technical staff
  • Ability to organize and manage complex, detailed processes (i.e., scheduling procedures that involve facilities, equipment and multiple people.)
  • Drive and capability to deliver world class patient experience
  • Strong Microsoft office skills, especially Word and Excel
  • Enthusiasm and drive for being part of a young and evolving business
  • Technical Skills/Training and/or Certifications:
  • Basic knowledge of accounting in order to complete inventories, reconciliations, cash handling, and banking responsibilities
  • Experience with PC/IT functions in order  to troubleshoot issues, set-up new employees, etc.
  • Strong experience with Word, Excel, and email
  • Experience with employee development practices in order to assess work group needs, determine employee development needs and manage employee recruitment, hiring, orienting and training processes
  • Applied experience handling OSHA, EEOC and HIPAA regulations and matters
  • Certified to meet state safety requirements
  • Ability to read company materials; i.e., operating procedures, employment and training materials, etc. printed in English

Physical Requirements:

  • Regularly required to work in an office environment at both his/her own and others’ desks/offices 
  • Required daily to walk the floor and be available to help wherever needed
  • Must be able to regularly lift and/or move up to 50 pounds 
  • Quickly identify safety placards and hazardous situations in order to avoid or minimize injuries and property damage
  • Use small tools and equipment which require good manual dexterity

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