Job Summary
The Health Operations Manager will oversee two family health centers under the supervision of the Medical Director. They will manage the support staff teams and provider schedules of each of the three centers. They will be responsible for the day-to-day functions of the two offices under the guidance of Catholic Charities of Ingham, Eaton & Clinton Counties agency direction.
Agency Expectations of Employee
- Supports the Mission, Vision, and values of the agency.
- Acts as a role model within and outside the agency.
- Works in partnership with fellow team members.
- Is sensitive to the cultural diversity of colleagues and clients served.
- Is responsive to internal and external customers.
- Represents Catholic Charities of Ingham, Eaton & Clinton Counties in a professional, conscientious manner at all times.
- Demonstrates ongoing professional growth and knowledge through training and experience.
- Forges mutually respectful partnerships with persons served and their families to assist them in gaining skills and confidence to address the problems and issues they face.
- Sets limits and maintains the helping role of the practitioner/volunteer/intern/support staff and intervenes appropriately to meet the needs of the persons or family members served.
- Believes in the capacity of people to grow and change.
- Has working knowledge of agency policies and administrative procedures.
Role and Responsibilities
- Ensures performance of all necessary maintenance, calibration, and sterilization of all medical equipment with documentation following applicable regulatory body requirements. Collaborate with equipment suppliers to maintain functioning equipment and plan for any downtime.
- Supervise removal of medical waste in compliance with regulatory requirements.
- Maintenance of medical supplies needed to perform tasks- evaluate stock by anticipating supply needs and maintaining consistent availability of supplies.
- Cultivate and manage collaborative relationships with vendors and suppliers for donations, product recommendations, and learning opportunities for staff.
- Work with Finance Department to maintain and work within a budget for all expenditures.
- Oversee office supply stocks, ordering, and efficient use of supplies.
- Supervise the medical provider schedules under the direction of the Medical Director, respectively.
- Educate and monitor all staff and volunteers about their roles in the health centers, and provide training to staff as applicable.
- Ensure that all staff, students, residents, and volunteers use appropriate behavior to provide a positive experience for all patients and their families. Conduct performance reviews and disciplinary measures as appropriate, in accordance with agency guidelines.
- Fulfill all responsibilities as Vaccines For Children (VFC) “Back-up Coordinator”, manage VFC inventory and ordering, maintain compliance with VFC Provider Agreement, and participate in site visits as scheduled per VFC.
- Manage the medical patient, staff, student, volunteer, and resident schedules to optimize workflow. Schedule training sessions, meetings, and other necessary blocks in schedule as appropriate.
- Communicate with patients regarding inquiries and complaints to ensure patient satisfaction.
- Manage and report work-related injuries following CCEIC protocols.
- Manage and ensure compliance with insurance contracts.
- Maintain working relationship with CCEIC IT department and coordinate solutions with IT and Electronic Health Record issues.
- Maintain working relationship with University of Michigan Health – Sparrow and CCEIC billing departments and provider enrollment departments. Promptly report any concerns related to billing or provider enrollment to the respective departments.
- Maintain a working knowledge of medical billing practices, and assess cost/benefit analyses by researching reimbursement rates for procedures, and educating providers on subsequent results.
- Maintain frequent communication with medical providers regarding Quality Improvement measures, as applicable.
- Understand and assist with provider licensure requirements.
- Periodically review medical provider patient panel sizes to ensure fulfillment of operational requirements.
- Provide operational data in a timely manner to Medical Director, Chief Executive Director, Chief Operating Officer, grant writers, and other departments as needed.
- Other duties as assigned by Medical Director, CEO, COO.
- Delegate work duties as appropriate.
- Represent CCEIC in community collaborations relating to medical projects and initiatives.
- Attend community events and meet with community representatives as applicable to spread awareness of programs and elicit donations.
Qualifications and Education Requirements
Education: Will consider the equivalent combination of education and work experience
Experience: Experience in areas related to usage of Electronic Health Record Epic, medical office management and workflow, product and supply management, and program planning and budgeting preferred. Prefer a desire to work with people of all ages and backgrounds including veterans and the underserved. Must be well suited for a lively, fast-paced atmosphere.
- Effective knowledge and practice of sterilization/OSHA/CDC/HIPAA guidelines
- Demonstrates ability to learn behavior management skills
- Ability to develop good working relationships with staff, volunteers, and all community members
- Knowledgeable and efficient with computers
- Diverse communication skills in regard to teaching and managing people of all ages and backgrounds
- Maintains a positive attitude with strong work ethic and ability to multitask
Registration, licenses, certifications, or special training:
- Obtain and maintain appropriate CE and certifications for necessary licensure.
Physical Demands: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Emotionally able to work with information that may be traumatic in nature, as well as, work with individuals or families in crisis or experiencing trauma
- The employee is frequently required to stand, sit, walk, and use a computer for long periods, and must lift and/or move up to 40 pounds as needed
- The work environment noise level is in accordance with a health office which serves both adult and pediatric patients
- Work in an environment with various degrees of discomfort
- Driving as needed throughout the day
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Exposure Risk
Under normal working conditions, HIGH exposure risk for blood borne pathogens is present.
Additional Notes
This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change duties at any time.
