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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.
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
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
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
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
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
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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