Assistant Manager, Operations

OneOncology•Mount Juliet, TN

18h

About The Position

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege. We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve. This is a management position responsible for assisting with the overall day to day operation of the clinic including front office, lab and clinical teams. The Assistant Operations Manager is responsible in collaboration with the Operations Manager for providing leadership, staff oversight, training and development and management of key functions and processes in order to assure provision of high-quality patient care. He/she supports and adheres to Tennessee Oncology mission, vision and values. He/she works with Operations Manager to assure compliance for all governing agents in collaboration with Team Leads to include but not limited to: OSHA, QOPI, PQRS, MIPS/MACRA, etc. In the absence of the Operations Manager, the Assistant Operations Manager assumes responsibility for the entire scope of his/her responsibilities.

Requirements

Ability to communicate with a diverse group of individuals with various degrees of training and education
Excellent written and verbal communication skills with the ability to effectively communicate and establish collaborative relationships with physicians, patients, clinical and administrative staff, and the public
High level of customer service ethics with courteous demeanor and the ability to process patient and public inquiries, including complaints, and respond with poise and efficiency
Ability to react calmly and effectively in emergency situations
Knowledge of clinic office procedures, medical practice and medical terminology
Knowledge of organizational policies, procedures, systems and objectives
Ability to interpret, adapt and apply guidelines and policies and procedures
Ability to organize, delegate and supervise
Ability to recognize, evaluate and solve problems
Ability to plan, implement and manage multiple projects simultaneously
Ability to use proper grammar, spelling, punctuation and sentence structure to answer correspondence and prepare reports
Strong organizational skills and attention to detail
High level of discretion to work with confidential information
Proficient in the use of computer applications regarding productivity (MS Word, Excel, Outlook), database and patient scheduling and other medical information systems
Ability to operate various type of office equipment
Builds positive relationships
Builds strong sense of teamwork and purpose
Minimum of 1 year of experience, preferably in an outpatient medical practice or with Oncology/Hematology knowledge
High School Diploma or equivalent required

Nice To Haves

Previous supervisory experience preferred
Associate Degree or higher preferred
Experience with healthcare clinic policies and procedures preferred

Responsibilities

Assists with staffing (minimum 50%), scheduling and flow of the clinic to ensure safe environment and quality patient care
Assists with planning, directing, organizing and coordinating the clinical and administrative activities of the clinics
Responsible for payroll and overtime as assigned
Coordinates the review, approval and coverage of staff requests for time off as assigned
Assists with oversight and management of all inventory and purchasing
Assists with completion of annual evaluations and counseling and/or disciplinary processes/corrective action at the verbal or written level
Attends meetings as required
Conducts monthly staff meetings in the absence of the Operations Manager
Works collaboratively with Operations Manager to disseminate information from meetings with management to staff at clinic
Collaborates with providers concerning operations and reports up to appropriate TN ONC leadership
Supports and communicates TNONC strategic goals and priorities to staff as requested
Evaluates need for and effectively leads process improvement/process change projects and new and/or current initiatives
Routinely reviews reports/audits results, etc. as assigned to ensures that key performance indicators are met
Holds team leads and staff accountable
Works with Operations Manager to enhance operational effectiveness, emphasizing cost containment, high quality patient care and patient/employee satisfaction
Creates and maintains an environment of trust, integrity, open communication, teamwork and respect
Establishes a culture of accountability and praise and recognition
Ensures effective bidirectional communication between the clinic and upper level management
Delegates to and follows up on delegated tasks to team lead/staff
Rounds in conjunction with Operations Manager on staff and patients in clinic soliciting feedback on needs and offering support as needed
Maintains competencies to be in staffing as needed
Assures timelines and deadlines are routinely met by self and supervised staff
Investigates and resolves patient/staff events in a timely manner
Works collaboratively with others who interact with the clinic as well as with vendors, contractors, and building maintenance
Assists with outside vendor requirements such as building maintenance, supply companies, property management, cleaning services, phone & cable services as well as all equipment needs and repairs
Other duties as required