Southwest Oregon Independent Practice Association (SWOIPA) has an immediate position vacancy for a highly-accomplished Clinic Operations Executive (Executive Director). SWOIPA is in the early stages of standing-up a new multidisciplinary outpatient clinic, and seeks an executive who is immediately available to assist in the design and development of the clinic, and ultimately lend leadership to and direct its full-scale implementation. Successful candidates will document progressively responsible and successful work experience in a small hospital or outpatient setting over the course of at least five years. Prior successful experience in leading the establishment of a new clinic venture would be highly valued. Minimum qualifications include a bachelor’s degree in a relevant field of study, although possession of a master’s degree and/or related clinic management certification (MGMA, Six Sigma, FACHE) is preferred.
Classification: EXEMPT | Status & Schedule: FULL-TIME, MONDAY – FRIDAY, 8AM – 5PM
Location: Reports to the Coos Bay and/or North Bend area office location(s)
Salary: $5,769.23 - $8,653.85/BI-WEEKLY
Department: ADMINISTRATION | Reports to: CHIEF EXECUTIVE OFFICER
Supervision Exercised: Directly supervises all clinic operations and related personnel, including outsourced operational services; shares administrative supervision of licensed and credentialed personnel and operations with The Clinic’s Medical Executive
Job Purpose: Clinic Operations Executive
This position is responsible for leading and directing a multi-disciplinary outpatient medical practice, with a firm emphasis on patient-centered and team-based care. The Clinic’s Operations Executive oversees strategic and daily operations to maintain the highest standards of patient care and provider satisfaction, by using lean principles to achieve the lowest possible cost through enhancing operational efficiency and refining workflow processes, while at all times complying with complex regulatory requirements. The Clinic Operation’s Executive submits an annual operating budget for approval by the governing board, manages fiscal affairs in compliance with the adopted budget, and regularly reports on The Clinic’s financial status to the governing board. The position works in tandem with The Clinic’s Medical Executive to support and direct medical professionals, including physicians, mid-level practitioners, registered nurses, and licensed mental health professionals to ensure compliance with federal and state regulations. Additionally, the Clinic Operation’s Executive guides the governing board in establishing and implementing its strategic planning initiatives, taking the lead in strategic planning initiatives aimed at enhancing operational efficiency and refining workflow processes.
Qualifications, Education, and Experience
- Master’s degree in business, healthcare administration, or other related field is strongly preferred; although exemplary experience coupled with a Bachelor’s degree may be considered
- Seven to ten years’ of progressively responsible management experience in clinic operations
- Demonstrated experience in supervising clinical and non-clinical teams
- Demonstrated experience in fiscal- and budgetary management
- Prior experience in designing, developing, and establishing a clinic from the ground-up is highly preferred
- Practice Management Certification (MGMA, or similar) is preferred
Essential Responsibilities: Clinic Operations Executive
- Overseeing Operations: Manage day-to-day clinical operations and facilities, ensuring smooth functioning and adherence to protocols and regulations.
- Staff Management: Supervise and coordinate the work of administrative and clinical staff, including hiring, training, scheduling, and retaining.
- Regulatory Compliance: Stay abreast of healthcare regulations and ensure compliance with local, state, and federal laws, as well as accreditation standards.
- Clinic Coordination: Oversee patient care processes, with a strong emphasis on integrated team-based care, including appointment scheduling, patient flow, patient complaints and grievances, and coordination between clinical departments to ensure optimal patient experience and outcomes.
- Provider Credentialing: In partnership with The Clinic’s Medical Executive, oversee credentialing and recredentialing of all new and current providers, assisting with the completion of credentialing documents. Submit and follow up on credentialing of new providers.
- Payroll and Personnel Management: Oversee payroll operations to ensure accurate and timely processing, appropriate tax, benefit, and other deductions, and compliance with applicable federal, state, and local laws and organizational policies. Oversee employment verifications, garnishments, child support orders, and Employment Department communications, and ensure accurate maintenance of employee payroll records.
- Quality Assurance: Oversee quality improvement initiatives to enhance patient care, safety, and satisfaction, and monitor outcomes through data analysis and performance metrics.
- Resource Allocation: Allocate resources effectively, including equipment, supplies, and staffing, to meet patient needs and optimize clinical efficiency. Appropriately order office and medical, including vaccines supply. Allocate specific department costs accordingly.
- Company Communications: Organize and disburse company and community information as it relates to The Clinic.
- Ensure compliance with company policies and procedures as applicable to area(s) of responsibility.
- Handle confidential information and materials appropriately and maintain a secure work area.
- Other duties as assigned.
Essential Responsibilities: Clinic Team Member
- Collaborate effectively with clinical, administrative, and support staff.
- Participate in team-based operations and quality improvement activities.
- Communicate respectfully and effectively with patients, families, caregivers, and coworkers.
- Follow organizational policies, clinical protocols, and applicable regulatory requirements.
- Maintain accurate and timely documentation.
- Participate in required meetings, training, and organizational activities.
- Performs responsibilities in accordance with applicable federal and state laws, regulations, contractual requirements, organizational policies, and professional standards. Maintains confidentiality and protects sensitive information in accordance with applicable privacy and security requirements.
Essential Responsibilities: PERSONNEL MANAGEMENT
- Plan, orient and assign work to personnel that supports goals and objectives contained in the organization’s Strategic Plan and delivers outstanding team-based services
- Promote a culture of risk-management, team-based, values-based, high-performance, and continually improving practice that values learning and a commitment to quality
- Establish and monitor assigned staff performance, assign accountabilities, set objectives, and establish priorities
- Assist in the recruitment, hiring, orientation, development, and evaluation of assigned staff
- Promote employee retention, productivity, and satisfaction through ongoing support, encouragement, empowerment, coaching and effective teamwork
- Ensure staff comply with approved organizational policy and procedure
- Knowledge of federal and state employment and labor laws
- Assist employees to read, interpret and apply policies and procedures
- Support and mobilize assigned staff to engage in their assigned work through implementation of team building, performance coaching and problem-solving strategies
- Ensure staff are cross-trained to accomplish the goals and objectives of the organization
- Responsible to back-up assigned staff workloads when necessary
- Respond to the needs of direct and indirect staff with clear, open, and honest communication, mutual respect, and consistent follow through to generate trust and enhance personal effectiveness
- Discharge employees, when indicated
Knowledge, Skills, and Abilities
- Implement healthcare management principles, including organizational behavior, finance, human resources, and strategic planning
- Enforce healthcare regulations, accreditation standards (such as JCAHO, CARF), and privacy laws (such as HIPAA)
- Direct clinical workflows and patient care processes to effectively manage clinical operations
- Implement quality improvement methodologies (such as Lean, Six Sigma) and performance metrics to drive continuous improvement in patient care and operational efficiency
- Expertise in budgeting, revenue cycle management, and healthcare billing processes to optimize financial performance and resource allocation
- Awareness of risk factors in healthcare settings and ability to develop protocols for risk mitigation, including infection control, patient safety, and emergency preparedness
- Exercise knowledge of interdisciplinary teamwork and demonstrate effective communication skills to collaborate with clinical staff, administrators, physicians, and external stakeholders
- Exercise leadership in motivating a diverse team of clinical and administrative staff, fostering a culture of accountability, professionalism, and excellence
- Analytical skills to identify issues, develop solutions, and make data-driven decisions to improve clinical operations and patient care outcomes
- Skill in resolving conflicts and managing difficult situations with diplomacy, empathy, and professionalism
- Strong customer service orientation with the ability to address concerns, resolve complaints, and ensure a positive experience
- Ability to think strategically, anticipate future challenges and opportunities, and develop long-term plans to achieve organizational goals
- Capacity to make informed and timely decisions, weighing risks and benefits while considering the impact on patient care, staff morale, and organizational objectives
- Critical attention to detail for accuracy, timeliness, and organization of assigned work
- Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
- Proficient in Electronic Health Records (EHR), Microsoft Office Suite and Windows Operating System (OS)
- Knowledge and understanding of how the positions’ responsibilities contribute to the department and company goals and mission
- Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
- Training in, awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practices
- Excellent people skills and friendly demeanor, with a non-judgmental approach
- Ability to handle stress and sensitive situations effectively while projecting professionalism
- Ability to communicate professionally, both conversing and written
- Ability to work with diverse populations and interact with people of differing personalities and backgrounds
- Sensitive to economic considerations, human needs and aware of how one’s actions may affect others
- Models composure and is poised under difficult circumstances while maintaining a sense of purpose
Physical and Functional Requirements
The position requires the ability to perform the essential functions of the role, with or without reasonable accommodation. This position must have the ability to remain in a stationary position, often for long periods of time, and occasionally move about inside the office to access office machinery; and frequently communicate and exchange accurate information. Must be able to work under conditions of frequent interruption and be able to stay on task.
Pre-Employment Health Requirements:
Employment is contingent upon completion of applicable pre-employment health screening requirements, which may include TB screening/testing and documentation of immunization or immunity to certain communicable diseases, consistent with the requirements of the position, applicable laws and regulations, and organizational policy. Additional health screening, testing, or immunization requirements may apply based on job duties, patient contact, or occupational exposure. Reasonable accommodations and applicable exemptions will be considered in accordance with federal and state law.
Working Environment
- Work is generally performed in a healthcare facility and may involve clinical examination and treatment areas, offices, and other patient-care environments.
- The position may involve varying levels of activity, noise, interruptions, and interaction with patients, families, employees, and members of the public.
- The position may involve potential exposure to communicable diseases, blood and bodily fluids, infectious materials, medications, cleaning agents, and other conditions routinely present in a healthcare environment.
- The position requires compliance with applicable infection prevention and control practices and use of personal protective equipment when appropriate.
- The position may involve interactions with individuals who are experiencing pain, distress, illness, cognitive or behavioral changes, or emotional or behavioral escalation.
Travel
- Local travel between organizational locations or community sites, and occasional out of area travel may be required based on operational needs.
- Employees are responsible for their own reliable transportation that is appropriate for the required travel.
- Business mileage and other eligible travel expenses will be reimbursed in accordance with organizational policy.
Employees who operate a motor vehicle on behalf of the organization must maintain a valid driver's license appropriate for the vehicle operated, maintain required automobile liability insurance, and satisfy the organization's driver qualification and vehicle-use requirements. The organization may require verification of licensure, insurance, and driving records as permitted by applicable law and organizational policy.
Reasonable Accommodation
The organization is committed to providing reasonable accommodation to qualified individuals with disabilities in accordance with applicable law. The physical, sensory, cognitive, and environmental requirements described in this job description reflect the essential functions and conditions of the position and are not intended to prescribe a particular method by which those functions must be performed. Reasonable accommodation may include assistive technology, adaptive equipment, modification of work practices, or other appropriate measures when necessary to enable a qualified individual to perform the essential functions of the position.
Job Description Disclaimer:
This job description describes the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Responsibilities may be modified, added, or removed based on organizational needs, provided such changes are consistent with applicable law and organizational policy.
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