Clinic Operations Manager

Improving Lives Together

Magruder Hospital offers competitive wages with a comprehensive benefit package available to both full-time and part-time employees. We provide a full health plan and generous time off that includes Holidays, Vacation, Sick, Personal, and even your Birthday Our culture and family friendly work environment truly set us apart- apply today for an opportunity to join our team and help serve this great community

The Clinic Operations Manager oversees the day-to-day operations of the assigned physician practices owned and operated by Magruder Hospital. This includes oversight of the practice staff, schedule management, patient complaints or issues, implementing and monitoring company workflows, policies & procedures, and flexibility to adjust to the daily needs of the practice(s) managed. The Clinic Operations Manager is the go-to person for the practice(s) and must maintain professional communication and build effective relationships with all of the practice's physicians, nurse practitioners, employees, and internal and external resources.

Essential Duties & Responsibilities:

• Manage the day-to-day operations of the assigned medical practices.
• Prepare weekly staff schedules and coordinate with other Clinic Ops Leadership to ensure coverage at all physican practices.
• Have monthly team-meetings and team huddles as needed to maintain communication, and ensure that staff are up-to-date and aware of hospital news, workflow changes, and policy and procedure changes/reminders.
• Address patient concerns as they arise, working to ensure their concerns are addressed quickly and appropriately.
• Follow up on Quantros reports with a thorough investigation and a completed summary, as required by Compliance and Quantros software, and ensure that all investigations are followed up with action to resolve the issue.
• Provide support for the providers including communication of hospital initiatives, get feedback when required, and serve as the liaison between them and the hospital for practice operations questions or concerns.
• Provide staff oversight including training, resolving conflicts, performance management, and disciplinary action.
• Work closely with the Executive Director for overall direction, insight on decision-making, problem-solving, and communication regarding daily issues or concerns requiring attention.
• Keep the Executive Director updated on all provider and clinic activities, concerns, or changes that could impact the operations of the clinics, provider schedules, compensation model or patient care.
• Work with the Executive Director to prepare and review annual budgets, review and update policies and procedures, and establish workflows/workflow changes for the improvement of the overall operations.
• Initiate maintenance requests to maintain the environment of care, overall integrity of the building and appearance, and address any maintenance concerns such as lights out, broken fixtures, etc.
• Recruit staff for open positions including interviewing, setting up peer interviews, and making offers to potential employees. Coordinate with Human Resources through all steps to ensure company protocols for the hiring process are maintained and applicants are properly screened.
• Onboard new staff and establish a training schedule for each individual tailored to their needs, and the needs of the practices.
• Establish strong working relationships with staff and physicians to manage multiple physician practices efficiently with flexibility to float between clinics as needed while maintaining overall operations in each practice.
• For leased practices, prepare and submit monthly billing reports for clinic and staff usage as required per contractual agreements, and provide general support to the leasing providers as needed to maintain working relationships and overall satisfaction with the clinic and staff.
• Manage time off request and daily staffing levels to keep the practices running smoothly. Make adjustments to staff and locations as necessary to ensure coverage for call-offs or staff shortages.
• Ensure that timeclock edits are completed prior to established deadlines to ensure accurate timecards for payroll and documentation of employee attendance occurrences.
• Monitor clinic inventories and work with staff to ensure that orders are placed as required and appropriate inventory levels are maintained at each clinic, including clinical and office supplies.
• Set-up new clinics, move existing clinics or providers, and/or assist in setting up new ambulatory service lines.
• Comply with federal, state, and local legal requirements by studying existing and new legislation; anticipating legislation; enforcing adherence to requirements; advising management on needed

actions; ensures compliance with Joint Commission and other external and internal regulatory agencies.

• Maintain the integrity of confidential patient information in accordance with HIPAA and hospital

policy, including accessing, using and disclosing patient information relevant to the individual employee's job duties. Also, maintain confidentiality of other customer and hospital business
information.

• Adhere to the standards of Magruder Hospital's corporate compliance policies and seek guidance and training when necessary to resolve questions about the policies. Report violations in

accordance with corporate compliance and organizational standards.

• Report to work on time and as scheduled; show respect for co-workers by following established break times; keep personal conversations and telephone calls to a minimum.
• Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected. Mileage reimbursement is built into the annual salary of this position for the use of the Manager's personal vehicle in order to meet local travel expectations between clinic offices and the hospital. Personal vehicle use for out-of-area travel beyond local expectations will be paid the hospital's designated mileage reimbursement rate at the time of travel.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties,

responsibilities and activities may change at any time with or without notice.

• Other duties as requested or assigned.

Advanced training beyond high school in Office Management, Business Management, or Healthcare Administration.

• In the absence of a formal degree, significant prior experience in medical practice management is required.
• Ability to understand the goals of the practice and work to obtain these goals both independently and in collaboration with the director and providers.
• Continuous effort to stay current of any changes in the healthcare field that may impact the practices. These changes include regulation changes as well as new technology that may enhance

practice operations.

• Ability to relate well to patients, physicians, employees and other professionals. The employee must be dedicated to the vision and goals of the practice and Magruder Hospital.
• Ability to remain calm and exhibit tact in stressful and/or delicate situations.
• Ability to handle confidential issues with discretion.
• Skilled in the use of data processing systems for office management, billing, and reporting.

Preferred:

• Associate's or Bachelor's Degree in related field

Magruder Hospital is an Equal Opportunity Employer and provides equal employment and advancement opportunities to all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran status, disability, or any other protected class under the law.

Magruder Hospital is a Drug Free Workplace. Any offer of employment will be contingent upon satisfactory completion of pre-employment drug screening, including screening for the presence of nicotine, satisfactory completion of background verification, and the results of a post-offer medical and physical examination.