Operations Manager QMS

Physicians East•Greenville, NC

1d•Onsite

About The Position

Physicians East, P.A. is a team of healthcare professionals focused on delivering quality, cost-efficient, comprehensive healthcare to Eastern North Carolina. The Operations Manager – QMS manages, develops, and oversees the daily administrative and clinical operations of Quadrangle Medical Specialists and Quadrangle Endoscopy Center. The role is accountable for operating and capital budgets, accurate coding and appropriate reimbursement, billing practices, and service delivery. The manager establishes and advances department performance and behavioral standards, drives continuous quality improvement, ensures regulatory compliance, and holds staff accountable for goals. The position coordinates patient access, clinic operations, finance, and productivity to support high-quality care and services for patients, providers, and staff. The manager ensures effective administrative systems, communication mechanisms, and procedures are in place, and follows Physicians East policies as well as applicable HIPAA, HCFA, state, and federal requirements. The position reports to the Chief Operations Officer and supervises departmental staff as assigned. It is a full-time role based at the Greenville location, Monday through Friday, 8 a.m. to 5 p.m. Additional hours may be required; weekend work is rare but may occasionally be necessary.

Requirements

Bachelor’s degree in a related field.
At least five years of experience managing or supervising multiple staff members and job positions in a diverse hierarchy.
Healthcare background.
Computer proficiency, including Microsoft Word and Excel.
Public speaking ability.
Exceptional leadership and verbal and written interpersonal communication skills.
High level of self-confidence, confidentiality, integrity, and initiative.
Relationship-building skills and the ability to delegate and mentor.
Strong understanding and effective modeling of customer service principles.
Team commitment, including meeting deadlines, punctuality, follow-through, and feedback.
Ability to form positive, collaborative relationships across organizational levels.
Strong analytical and organizational skills.
Ability to lead productive meetings with staff and physicians.
Knowledge of third-party and insurance procedures, regulations, billing requirements, and government reimbursement programs.
Ability to lead or participate in cross-functional teams.
Demonstrated proficiency with software applications such as NextGen, Centricity, or related systems.
Ability to identify business-process gaps or problems and develop solutions.
Professionalism and ability to set clear staff goals and expectations and hold staff accountable.

Responsibilities

Interview candidates and participate in hiring; arrange or provide staff training; evaluate staff; counsel and discipline staff as needed; and conduct routine staff meetings.
Manage payroll and time-off requests, maintain appropriate office coverage, monitor overtime and staffing expenses, and verify staff completion of HIPAA, OSHA, and compliance training.
Coordinate mid-level provider logistics, including vacations, call schedules, and office coverage.
Maintain regular meetings and minutes as required by boards, attend department and other required meetings, and support committees and organizational projects.
Work with Physicians East leadership and assess the effect of departmental operations on finances.
Perform cost and workflow analyses; improve office workflows and processes; and maintain a forward-looking view of healthcare and practice operations.
Evaluate, order, and approve supplies and equipment; approve invoices for payment; and maintain and minimize office expenses.
Maintain appointment and productivity reports and use the information to assess staffing, training, and advertising needs; ensure G&A responsibilities are completed with acceptable error rates.
Provide technical support for minor computer, printer, and phone problems; serve as super user for the Electronic Medical Record and Practice Management System; assist with upgrades, training, and system-change discussions.
Identify ways to improve patient satisfaction and education, handle patient concerns and complaints, and advertise seminars, services, and providers.
Plan and organize community seminars; maintain templates and schedules, including time-slot layouts and appointment assignments.
Attend applicable physician meetings, maintain agendas and minutes, communicate office and staff issues, and relay physician needs and concerns to corporate leadership.
Approve and maintain physician vacation requests, arrange call and office coverage, communicate call coverage with the answering service, submit and categorize physician business expenses, and obtain annual reporting.
Report potential malpractice cases to the Compliance Officer and serve as a liaison with other departments, PODs, G&A staff, and the community.
Coordinate department maintenance, equipment and furnishings, office décor changes, and related payments through the Property account as needed.
Ensure annual inspections and safety checks are performed for mechanical and electrical equipment, microscopes, and fire extinguishers.
Verify compliance with state codes, HIPAA, and OSHA requirements; maintain and report work-area deficiencies.
Supervise phone, voicemail, ACD, and PRI upgrades and maintenance.
Perform other duties as assigned.