Clinic Operations Manager

Barrett Hospital•Dillon, MT

About The Position

The Clinic Operations Manager is predominantly responsible for the daily operations of the Clinic and Specialty Clinic. The role directly oversees the Patient Service Coordinator Team, the Clinical Supervisor, and the Referral/VA Specialist. Daily functions include shared responsibility for supply management, provider access and schedule utilization, outreach clinics, patient experience, staff management and productivity, and building incidentals. Reporting directly to the Director of Clinic Operations, the Manager helps set goals, reviews and creates applicable policies and procedures, manages budgets, optimizes workflows, increases engagement, and maintains compliance with regulatory agencies. The successful Manager provides consistent leadership and resources using a “Just Culture” approach and strong fiscal integrity.

Requirements

High school diploma, GED, or equivalent and a bachelor’s degree required.
Three to five years of relevant healthcare management experience, or an equivalent combination of education and experience, required.
Strong communication skills with demonstrated success in efficiencies, budget management, and staff engagement.
Strong leadership ability, including experience leading teams and building relationships and trust while being accountable for team progress and results.
Ability to use continuous improvement and LEAN methodologies, including value stream mapping, A3 problem solving, and standard work, to improve processes.
Ability to create and manage a budget.
Analytical and statistical skills, critical thinking, and problem-solving skills.
Ability to de-escalate patient or staff experiences using education, empathy, validation, and feedback.
Detail orientation and ability to succeed in a fast-paced, dynamic environment.
Ability to lead and manage projects to completion; excellent project management and process improvement skills.
Strong interpersonal and presentation skills, including the ability to interact with leadership, staff, medical staff, and community members.
Ability to motivate and direct others, influence teammates across levels and functions, and drive change effectively.
Strong verbal and written communication skills that promote understanding with the target audience.
Ability to meet deadlines and perform under pressure.
Able to meet the physical demands described: lifting up to 50 pounds maximum, with frequent lifting/carrying up to 20 pounds; frequent standing and walking; and occasionally exerting up to 15 pounds of force.

Nice To Haves

Master’s degree preferred.
Knowledge of medical terminology, coding, billing, LEAN processes, and revenue cycle preferred.

Responsibilities

Provide Clinic-based practice support and act as the day-to-day liaison for operations, personnel, building incidentals, productivity, patient access and schedule utilization, and patient experience.
Participate in recruiting, hiring, goal-setting, payroll, onboarding and termination, development, and performance evaluation for the Patient Service Coordinator Team, Clinical Supervisor, and Referral/VA Specialist.
Resolve administrative problems and maintain open communication with staff and patients to support employee morale and community engagement in a professional and healthful atmosphere.
Develop, implement, and maintain patient-flow processes coordinated with hospital practices to provide patient-centered service, including understanding patient throughput across the revenue cycle.
Participate in monthly reviews with administrative leadership of volume metrics and performance drivers; monitor and be accountable for task and process-improvement activities.
Monitor operations, programs, and physical properties, initiating changes or updates as needed to ensure compliance and safety.
Share responsibility for Clinic inventory and supply ordering; work with Materials Management to standardize work, reduce waste, maintain accurate supply levels, and operate fiscally responsibly.
Order equipment as necessary and facilitate staff access to the resources needed to perform their work.
Lead process improvement related to Clinic safety events.
Under the direction of the Director of Operations, establish, obtain approval for, and oversee Clinic operating policies and procedures, and edit policies as necessary.
Represent the Clinic in relationships with other healthcare organizations, government agencies, third-party payers, contracted services, and interdepartmental teams.
Maintain professional affiliations and pursue professional development to stay current with healthcare trends and developments.
Oversee Clinic operations related to emergency preparedness and staff safety compliance.
Assist as needed with analytical activities and special projects related to ACO/APM relationships.