Director of Operations

Position Title: Director of Operations
Department: Operations
Position Reports to: Executive Director
Status: Full-Time / Non-Union

Position Summary:
Oversees the day-to-day activities of the clinic and responsible for planning, coordinating, directing and monitoring all operational and financial aspects of Clinica Msr. Oscar A. Romero, a Federally Qualified Health Center primary care clinic, in conjunction with providing effective leadership to staff and oversee the delivery of quality, cost-effective patient care. The position works together with the Medical Director in leading the support service of medical personnel in the discharge of their responsibilities.

Responsibilities:
• Provide overall direction and guidance to clinical and front office staff.
• Communicate organizational objectives and vision to the clinic staff.
• Serve as the key business driver for the growth and overall success of the clinic.
• Assist staff with the implementation of departmental goals, policies, procedures, and reporting tools through effective use of performance metrics and financial results.
• Promote a team approach to delivering high quality, cost-efficient care where patient satisfaction and improved health outcomes are the primary goals.
• On an annual basis, prepare operational budgets, capital equipment lists; monitor departmental activity and justify variances when necessary; implement effective tools to improve operational efficiency and control costs.
• Coordinate provider schedule and the scheduling of patients. Monitor patient flow and ensure appointment software reflects provider schedule/availability.
• In conjunction with the Medical Director, work to enhance provider efficiency and, when necessary, assist in resolving clinic-related issues.
• Participate in bi-weekly patient satisfaction/process improvement meetings with other clinic administrators and Executive leadership.
• Based on projected Medi-Cal HMO enrollment, visits, and utilization, monitor the impact of growth on the facility’s existing space plan; propose, plan and direct facility expansion and enhancement projects if required.
• Ensure the clinic maintains a professional facility appearance both indoors and outdoors.
• Enhance health center visibility through community involvement by participating in service and professional organizations.
• Actively participate on organizational and ad-hoc committees, as needed.
• On a monthly basis, and as needed, report operational issues, organizational opportunities and issues to the Operations Meeting.
• Monitor patient satisfaction through various programs such as the formal complaint process, patient survey, etc. and respond according the internal policies and procedures, IPA Grievance procedures and County funded program grievance processes.
• Ensure quality measures, regulatory standards and customer service standards are met.
• Ensure all PHI information is maintained in accordance with HIPAA regulations.
• Provide orientation to potential/new Medi-Cal HMO clients. Call and follow-up with all Medi-Cal HMO clients, update and maintain the tracking of Medi-Cal HMO client visits to ensure access and availability standards and utilization standards are met.
• Provide coverage for the front office staff as needed (lunch time, sick and vacation leave) to ensure a smooth clinic flow.
• Submit patient census and encounter verification forms daily to the billing department.
• Monitor the collection and reporting of cash collections and perform weekly cash deposits, and maintain deposit book.
• Perform staff evaluations, schedule annual health clearances and annual clinical competency assessment.
• Perform quarterly facility reviews to ensure clinic is being maintained properly and meeting all regulatory requirements.
• Collect, review, and sign timesheets by assigned due date.
• Complete check reimbursements forms and route to supervisor for review and approval.
• Manage and order office supplies and other clinic materials as needed.
• Arrange and facilitate monthly staff meetings to educate and train staff and to improve operational efficiencies
• Complete correction action plans, if any, post internal/external audits.
• Copy medical records as requested and maintain the Disclosure Log.

Requirements:
• Master’s degree in Healthcare Administration or related field, or bachelor’s degree with three or more years of health care management experience.

• Education may be substituted for one year of experience.
• Knowledge of Federal, State and local funding designated for health services.
• Experience working with clients or patients and staff from diverse socio-economic, ethnic and cultural backgrounds.
• Ability to communicate effectively.
• Bilingual/Bi-cultural (Spanish/English) required
• Current driver license and access to car on a daily basis.