Job Description

Job Description

Job Description

Job Title:  OB/GYN Operations Manager

FLSA Status:  Exempt

About us

Physicians East, P.A.is a team of skilled healthcare professionals united to meet the challenge of delivering quality, cost-efficient, comprehensive healthcare to the people of Eastern North Carolina.

Location & commitments

FT/PT/Temp/PRN role based at our Greenville (other) location, Monday-Friday, 8a.m. – 5 p.m.  Additional hours may be required to meet the needs of the business.  Weekend work is rare but can occasionally be necessary.

Supervision Received: Reports to Director of Operations.

Supervision Exercised:   Supervises all departmental staff as assigned.

Typical Physical Demands:

Requires sitting for long periods of time.  Working in office environment.  Some bending and stretching required.  Working under stress and use of telephone required.  Manual dexterity required for use of calculator and computer keyboard

Typical Working Conditions:

Work is performed in an office environment. Extensive telephone contact with insurance companies, medical facilities, patients, and internal staff.

About the role

Responsible for performing the tasks and duties below under the guidance and direction of the Director of Operations. This position will be required to follow policies and procedures set forth by Physicians East, P.A. and abide by the policies and regulations set for by the Health Information Portability & Accountability Act (HIPAA), HCFA, and any other state and federal regulatory requirements necessary to perform the functions of the position.  Responsible for department orientation, training, supervision, and delegation of duties for staff.  This position is responsible for ensuring effective administration systems, communication mechanisms and procedures are in place to support the work of the practice and to ensure the delivery of a high-quality administrative services provided daily to patients, providers, and staff.

Responsibilities:

STAFFING

• Interview potential employees and approve to begin hiring process. Train or delegate training for new hires and current staff as required during upgrades and new system implementations. Evaluate staff annually and after probationary period. Discipline and counsel staff as necessary with verbal and written communication. Maintain office bulletin board for staff to stay posted on corporate events.
• Hold routine staff meetings and educate staff on office and corporate policies.
• Report payroll to HR department, approve time off requests for staff and report request to HR.  Always ensure appropriate office coverage. Monitor overtime and overall staffing expenses. Verify staff is current on HIPAA, OSHA, Compliance training.
• Supervise mid-level providers, including vacations, call, and office coverage. Evaluate mid-level providers. Hold regular meetings and maintain minutes as required by the respective boards.

  PHYSICIAN EXPECTATIONS

• Attend weekly physician meetings and maintain agenda & minutes. Communicate office/staff issues. Communicate physician needs/concerns to corporate.
• Approve & maintain physician vacation requests. Determine call/office coverage and find physician coverage if necessary. Communicate call coverage with answering service.
• Submit and categorize physician business expenses. Obtain annual reporting.
• Submit and categorize physician CME. Verify state license requirements, Board affiliation requirements and DEA certifications have been obtained and submit to HR.
• Report potential malpractice cases to Compliance Officer.
• Act as a liaison with other POD’s, G&A staff & community to project office and physicians positively.

  BUILDING/MAINTENANCE RESPONSIBILITIES

• Coordinate internal and external building maintenance, including equipment, furnishings, and landscape. Also, hire and coordinate cleaning staff. Coordinate office décor changes/upgrades. Assign payment through Property account as needed for these services. Ensure annual inspections on mechanical/electrical equipment, safety checks, microscopes and fire extinguishers are performed. Verify building meets state codes, HIPAA, and OSHA requirements.
• Maintain security/fire systems and respond to calls received by alarms after hours.
• Phone/Voicemail/ACD/PRI Upgrades and maintenance.

  GENERAL DUTIES

• Work closely with nursing supervisor providing support in her functions and understanding how the clinical position impacts the financial aspect of the POD.
• Perform cost analysis and workflow analysis for various projects/equipment determined by physicians and personal observations. Improve office workflows and continually seek ways to improve processes. Maintain vision for where healthcare and practice should be going.
• Evaluate/order/approve supplies and equipment purchases. Approve invoices for payment and send to Finance Department. Maintain and minimize office expenses.
• Maintain office reports (Delivery Stats, Surgery Stats) and act on information obtained to determine staffing/training/advertising needs.
• Verify G&A responsibilities are carried through and error rate is minimal/acceptable.
• Provide technical support for minor system problems (computers/printers/phones). Super User for Electronic Medical Record and Practice Management System. Assist with system upgrades, training and attend meetings regarding potential system changes.
• Seek methods to improve patient satisfaction & patient education. Handle patient concerns/complaints regarding billing/workflow/physician and/or staff issues.
• Advertise seminars, office services and providers to ensure competitive in marketplace. Plan and organize seminars for community.
• Backup key office positions such as surgical coordinator and patient representative.
• Maintain office affiliations and re-certifications to organization such as AIUM. Maintain office subscriptions to journals and magazines.
• Template and schedule maintenance. Including time slot layout and appointment slot assignment.
• Attend monthly POD manager’s meetings/Exe. Meetings and other departmental meetings as required by other G&A staff. Sit for various committees as determined by current PE projects and take on assignments to assist such committees.
• Other duties as assigned.

Candidate requirements:

Bachelor’s Degree in related field plus a minimum of five years’ experience in managing/supervising multiple staff members and job positions in a diverse hierarchy. Background in healthcare required. Must be computer savvy and proficient in Word and Excel. Public speaking required.

• Must possess exceptional interpersonal communication skills and can create a favorable impression for the organization to all staff, physicians, patients, and the public.
• Must display a high level of confidentiality, integrity, and initiative.
• Strong relationship building skills with the ability to delegate and mentor. 
• Strong understanding and modeling of customer service principles.
• Must have a strong sense of team commitment, which includes meeting deadlines, punctuality and excellent follow-through and feedback.
• Ability to form positive and collaborative relationships with all levels in the organization.
• Strong analytical and organization skills required.
• Ability to lead high quality and productive staff and physician meetings.
• Knowledge of third party and insurance procedures, regulations and billing requirements, and government reimbursement programs.
• Have strong ability to lead and or work as a member of various cross-functional teams.
• Must have strong software skills including knowledge of Word, Excel, etc. Demonstrated proficiency with software applications such as NextGen, Centricity and/or related. 
• Possess the ability to identify gaps or problems in business processes and develop ideas to resolve them.

Affirmative Action/EEO statement

Physicians East, P.A.is an equal opportunity employer and will not discriminate against any applicant or employee on the basis of age, race, color, ethnicity, religion, creed, sex (including gender, pregnancy, sexual orientation, and gender identity, which includes status as a transgender individual), national origin or ancestry, citizenship, past, current, or prospective service in the uniformed services, genetic information (including family medical history), physical or mental disability, or other legally protected status. Reasonable accommodation will be made for persons with disabilities during the application process and/or at the time of employment. Requests for accommodation should be made to the Human Resources Department as early as possible in the application/employment process. Contact HR Office at 252-413-6368 or email careers@physicianseast.com

Disclaimer

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.

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