Director of Operations

JOB DESCRIPTION

Location:   Administration - Bakersfield

JOB SUMMARY:    Supporting the Chief Operations Officer (COO) in providing managerial leadership to the Health Center districts that contribute to the organization’s mission and strategic objectives. Provide overall administrative direction and oversight for policies, procedures and programs of multiple health centers/practices. Ensure operational efficiency, develops and monitors annual operating budget, provides strategic vision for the health center, staff, and follows through with implementation, monitoring and reporting on all center business objectives. Work closely with Health Center Staff on all process improvement initiatives. Collaborates with external resources and centralized staff to proactively problem solve and continuously improve the services delivered at Omni Family Health (OFH). The Director is an assertive, energetic, community and business-oriented leader with great personal strength in developing and sharing vision and expertise in the creation of best practices in patient care throughout the medical experience. This requires familiarity with the community health care system, personal commitment to advocacy, and a strong preference for collaboration and cooperation in all aspects of leadership. This position will report to the Chief Operations Officer and ensure the Chief Executive Officer (CEO) remains informed in the absence of the COO. Will oversee a team of employees and an annual operating budget. Works closely with the Medical Affairs team; Medical Director, physicians, nurses, other providers and staff, to assure effective patient and client service objectives focusing on a customer-oriented, proactive and outcome based approach and is responsible for compliance with federal, state and local requirements pertaining to health center issues, in accordance with organization policies and procedures. This position is responsible for the professional leadership, overall administration, management and operation of the health centers. The Director, along with the senior staff, will develop and implement the strategic plan and ensure the sustainability of each health center. The position will serve as primary adviser to executive and management staff regarding all administrative activities; prepare monthly reports; assist with the input into development and execution of the strategic plan; promote center visibility and welfare; as well as other duties and responsibilities associated with assuring that the health centers and its mission, programs, and services maintains its strong, positive image to the community and relevant stakeholders.

Job Duties: General

  1. Provides primary support and guidance to health center practices and managerial staff.
  2. Under direction, plans, organizes, supervises, coordinates and administratively directs the services of OFH health centers and ancillary services; performs service delivery planning, evaluation and program policy development; and performs other work as required.
  3. Directs various work groups through immediate superiors, direct reports, consultants, and interns.
  4. Develops and implements an operational and capital budget from departments under his/her direction, working within established budgetary guidelines.
  5. Provides leadership in the clinical advancements of the department and oversees the educational opportunities offered within the department insuring continuous professional growth for self and subordinates.
  6. Demonstrates strong leadership skills, including the ability to approach complex problems with creativity, sensitivity and sound judgment.
  7. Participates in marketing and public relations efforts to promote services to key individual groups.
  8. Maintains compliance with OFH policies and procedures and with external regulatory bodies such as The Joint Commission, HRSA, BPHC, etc.
  9. Attends OFH meetings including designated meetings, management, and performance improvement meetings; attends external meetings, groups or events as appropriate to the scope of the position and/or as assigned by the COO.
  10. Facilitates performance improvement activities for assigned units including improvement initiatives, Health Disparities Collaborative efforts, patient and staff satisfaction, unit PI and safety activities.
  11. Coordinates operations of assigned units with other OFH projects and priorities, as needed.
  12. Leads by example and assures all employees and providers promote the mission and philosophy by displaying behavior consistent with OFH’s values.
  13. Successfully develop and implement new lines of health care businesses and provides primary support to group practices.
  14. Responsible for meeting and exceeding OFH scorecard objectives (clinical, operational, and financial).
  15. Monitors and reports on monthly performance against the budget. Review monthly financial statement; reviews activities to ensure optimal utilization of facilities, services and staff.
  16. Develops the annual budget in conjunction with the Finance Department and COO.
  17. Ensures that each department is operating effectively & efficiently, consistent with OFH mission & standards of practice.
  18. Provides leadership in communications from the CEO to ensure that all employees receive adequate information, reports and materials to assist them in fulfilling their respective duties.
  19. Leads the organization, along with The Leadership Committee (TLC) group in supporting the participation of all OFH staff in applying the principles of performance improvement/continuous quality improvement refining existing processes & enhancing the effective utilization of corporate resources.

Staff Management

  1. Manages and oversees assigned personnel including staffing, orientation and training, performance management, and completing competency assessments.
  2. Oversee each District Health Services Administrator who is responsible for supervising the complete health center operations and supervising staff. Districts are defined as health center located in a specific area, and are subject to change; refer to the current district definitions (attached).
  3. Assesses staff productivity utilizing organizational or industry standards.
  4. Works closely with the medical staff to implement new programs/practices, ensure quality initiatives and resolve conflicts.
  5. Manages staff in a supportive and professional manner providing guidance, constructive input and positive feedback.
  6. In consultation with HR, oversees recruiting, interviewing, hiring, and disciplinary process for staff. Educates and advises management team on personnel issues including termination, grievances, disputes & employee morale.
  7. Oversees orientation programs that enable new employees to become familiar with OFH mission, culture, values &beliefs; & assimilates employees into their new work areas and departments; Establish appropriate norms of behavior.
  8. Maintains a high level of communication with staff through participation in regularly scheduled meetings.

Health Centers Management

  1. Responsible for overall operations of health center units, including general functions such as; registration, medical records, financial counseling, and facility operations as well as personnel management of all non-provider staff.
  2. Responsible for compliance with accreditation, regulatory, federal and state rules        and  regulations as well as organizational policies and procedures.
  3. Assures adequate and efficient workflow in the assigned units.
  4. Reviews and monitors health center provider schedules on a regular basis and collaborates with other OFH management staff to assist in adjusting support staff as needed to meet provider demand.
  5. Participates in the development of the annual operating budget; responsible for monitoring compliance with visits, revenue and expense projections on a monthly basis. Oversees and reports on health center operations and efficiencies.
  6. Monitors and approves contractual, supply, and equipment requisitions.
  7. Coordinates and maintains the environment for assigned units in conjunction with the Safety Officer, including performance of fire and emergency drills, life safety checks, equipment checks, and other monitoring activities as outlined in the Environment of Care plan.
  8. Coordinates with Chief Clinical Services Officer and Director of Nursing on patient care issues as requested/necessary.
  9. Ensures health centers are operated in accordance with regulatory requirements and OFH policies and procedures.
  10. Reviews patient scheduling to ensure community needs are met.
  11. Ensures best practices are implemented and maintained for assigned health centers.Oversees financial performance of assigned health centers. Leads in operational management of physical plant and equipment for OFH.

Community Liaison

  1. Participates in community relations, marketing and fund raising efforts of the organization as assigned by the COO.
  2. Oversees public relations and patient liaison activities including conflict resolution, complaint disposition and patient survey administration and report.
  3. Serves as liaison with other external locations, as assigned.
  4. Serves as liaison to external insurance and managed care organizations producing and providing information relating to assigned unit.

Other

  1. HIPAA compliance - Responsible for maintaining abreast of and in compliance with all H.I.P.A.A. regulations and requirements. Treats all member information confidential.
  2. Compliance - Ensure compliance with all local, state and federal regulations.
  3. QA/QI - Participate in QA/QI activities and contribute towards the overall performance improvement of the organization.
  4. IT - Required learning and using the EHR/EOHR (Medical Practice Electronic System) and its components. As required by the job functions and highlighted in the Policies and Procedures. These components include NextGen, Healthport, PMS, QSI and other electronic features, as they are developed and implemented, as applicable to work environment.
  5. In coordination with the HR and Medical Director, negotiate, prepare and monitor medical provider and service contracts.
  6. Other related duties as directed by the COO. The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
  7. Delegation of Responsibilities :
  •  The responsibility of the Administrator for these functions and policies does not require the Administrator to perform every function or write every policy personally. However, delegating a function does not relieve the Administrator of responsibility for the content of each policy and the performance of the health center and the staff being in compliance with applicable law.
  • The Administrator does not have to be in charge of general, higher-level financial functions, such as budgets, finance, accounting, cash flow, profit and loss, assets and liabilities. But when the decisions of those in charge of the financial functions of the facility do not comply with policy, the Administrator must take action to correct this conflict.

QUALIFICATIONS Special Skills:

  • Extensive experience in the management and direction of personnel.
  • Extensive experience in the development and formulation of departments, goals and objectives.
  • Working knowledge of computerized medical office software, especially Electronic Medical Records, required: knowledge of NextGen software preferred.
  • Ability to read, understand and follow oral and written instructions. Bilingual capability helpful; must have good interpersonal skills; must have flexibility and ability to juggle many obligations and set priorities.
  • Strong leadership and organizational skills.
  • Able to work flexible hours as needed.
  • General knowledge of accounting/bookkeeping, budget projections, personnel management, policy development, and data analysis.

Thorough knowledge of:

  • Management practices and procedures and office organization.
  • Principles and techniques of supervision and training.
  • Principles of public health practices and administration.

 Working knowledge of:

  • Fiscal management and budgets, grant proposal writing, funding sources, and program evaluation.
  • Laws pertaining to the practice of medicine and of public health in the State of California.
  • Application of data processing to office automation.
  • Principles and procedures for planning, organizing and directing public health programs.
  • Health care strategic planning and new business development in a senior leadership capacity.
  • Successfully developed and implemented new lines of health care businesses.

Some knowledge of:

  • Principles of administrative survey and basic statistical analysis.
  • Functions and services of community health services, organizations and public health centers.

Ability to:

  • Plan, organize, direct, supervise and evaluate outpatient medical health centers and ancillary services.
  • Design and deliver in-service training programs.
  • Assume a leadership role in the community's health delivery system.
  • Analyze, evaluate and solve complex administrative problems.
  • Understand, interpret, explain and apply laws, regulations, policies and written and oral directions.
  • Supervise, train and evaluate the work of subordinate staff.
  • Write effective and comprehensive reports and recommendations.
  • Make oral presentations to small and large groups of diverse audiences.
  • Prepare and analyze grant proposals, service contracts, budgetary documents and financial statements.
  • Establish and maintain cooperative working relationships with staff, representatives of community organizations and the public.
  • Input, access and analyze data using a computer terminal.
  • Interpret organization policies, programs and procedures to others.
  • Coordinate organization meetings, staff meetings and conferences

Special Requirements/Conditions: Possession of a valid California class C driver license or the ability to provide suitable transportation.

Qualifications, Education, and Experience:

EDUCATION:

Bachelor’s degree in business or healthcare administration or relevant degree required, must be pursuing a Master’s Degree.

EXPERIENCE:

Minimum Two years direct supervisory and management experience in a healthcare facility. Any combination of education and experience, which would provide the necessary knowledge’s and abilities, is qualifying.

  • Level I

Work requires 1 year of related administrative or health center/practice management experience to acquire competence in applying general operational practices, personnel practices, accounting and budgeting principles and coordination of health center administrative functions.

  • Level II

Work requires 3 years related administrative or health center management experience to acquire competence in applying general operational practices, personnel practices, accounting and budgeting principles and coordination of health center administrative functions.

  • Level III

Work requires 5 years related administrative or health center management experience to acquire competence in applying general operational practices, personnel practices, accounting and budgeting principles and coordination of health center administrative functions.  

Responsible To:        Chief Operations Officer (COO)  Classification:            Full Time Position, Exempt