Regional Operations Director, Ambulatory Administration (Orthopaedic Surgery) - Ambulatory Admin - Full Time 8 Hour Days (Exempt) (Non-Union)

Keck Medicine of USC•Los Angeles, CA

About The Position

The Regional Operations Director (ROD) is responsible for overseeing the overall management of multiple facilities in designated areas including financial management, risk management, quality assurance compliance, patient care management, and teammate management. The ROD provides leadership and direction to assure safe, efficient, therapeutic and ethical patient care and positive teammate relations. He/She has full supervisory responsibilities for Clinic Managers within their assigned region and regional office coordination including but not limited to hiring, termination, disciplinary procedures, mentoring, professional development, annual review, salary increases. The Regional Operations Director defines and achieves operational and financial goals for practices under his or her direct supervision. Analyzes data and information to increase access and growth, reduce costs, and create efficiencies within each department. Engages in process improvement, program and system implementation, and facility projects to support and meet the Keck Medicine of USC goals and objectives. The Regional Operations Director ensures timely feedback and suggests solutions concerning Press Ganey results and CGCAPS customer service scores regarding satisfaction of team members, providers, and patients. The ROD operationalizes the growth and development of the practice(s) and new service opportunities by utilizing the proper allocation of resources and sound financial management. He/she also offers leadership and guidance to managers under his or her supervision, effectively delegating responsibilities and duties. Achieves a collaborative working environment. Essential Duties: Maintain a liaison relationship between the Keck Medicine of USC Ambulatory Services, the Office of Revenue Cycle Management and the Keck Medical Center through attendance at meetings and through both written and oral communication Ensure prompt corrective action is implemented with cost, safety and patient care as priorities for the facilities, equipment and systems Oversee design and construction of new units and unit expansions/renovations Participate with due diligence team for potential acquisitions either within or outside the division or the region Oversee the transitional process of new acquisitions either within or outside the division or the region Develop and maintain an open line of communication with administrators and staff through staff meetings or written memorandums Understand and follow all organizational patient and employment policies and procedures Understand the idiosyncrasies of a multi-specialty clinic and establish protocols and workflows that are complimentary and not detrimental to each specialty and sub-specialty. Identify commonalities and/or areas of opportunity to further align KMC on consistent practices, whether it be administrative, financial or clinical. Moderate travel required to various site locations Financial Management Work with Clinic Managers and supervisors to formulate site specific budget and work with finance to develop regional budget of overall operational expenses in accordance with policies Review, authorize and monitor expenditure reports in accordance with policies and procedures Prepare and submit exceptions to budgetary compliance to the Associate Administrator Provide training on policies and procedures to staff (including new Facility Administrators) to ensure compliance with financial standards Review payroll reports for compliance with HR laws and regulatory agency policies Review patient and treatment charge reports to ensure ethical, accurate, and timely submission of charges for the region Define and establish goals for practice with Ambulatory leadership and practice leadership. Implement changes and/or additions as necessary. Analyze and report current workload and census statistics of patients/day through the use billing and registration systems. In order to capture accurate information, it is important to direct the staff in properly using these systems. Work closely with the Patient Business Office to assure timely submission of charge documents, provide information on new physicians, provide information on new services and supplies, work w/ office in developing rates for the new services and supplies. Using census statistics, telephone statistics and taking into account absences, holidays and vacation time, determine the correct level of staffing required to optimize patient care and fiscal integrity while meeting the TJC requirements. Review the organizational goals, patient care standards according to JCAHO and University policies and administrative requirements of the practice to plan and prepare the annual budget with the Associate Administrator, Chief Ambulatory Officer and financial leadership team. Encourage communication through weekly staff meetings, individual meetings, Manager and Supervisor meetings. Assure that changes in policy and procedures are communicated both up and down the chain of command. Provide ongoing evaluation of all operating systems. Using management tools (e.g. patient experience, benchmarking. ) to refine and improve existing systems. Ensure compliance of on-site cashiering services in the practice. This includes reviewing reports, working with General Accounting to assure that proper paperwork is submitted, ensuring that there is separation of duties with regard to collecting payments, charge document reconciliation, preparing receipts and cash reports. Risk Management/Quality Assurance Compliance Ensure that each unit meets all internal and external Standards of Conduct as well as all legal and regulatory requirements Ensure that appropriate state and federal agency compliance is reported. (i.e. Medicare, State Licensing Boards, etc.) Coordinate internal audit visits, data collection and reporting per organizational policy Ensure the creation and implementation of any corrective action needed as a result of internal or external quality assurance, Medicare, OSHA, CDPH, TJC or other governing agency audit Ensure compliance with state Worker Compensation and OSHA safety training requirements Oversee quality assurance activities (timely reporting, follow-up, distribution) Oversee compliance with organizational policies and procedures in accordance with state and federal regulations for patient care and services (Medicare or other governing agencies) Oversee compliance with state or federal regulations of the Injury Prevention and Safety Training Program Patient Care Management Participate with Ambulatory CNO, Regional Medical Director, or USC Care CMO as indicated and local management to ensure suitable treatment modality for all patients Ensure that policies and procedures are in place and followed for continuity of planned care when patients are transferred to other facilities Participate with Ambulatory Nurse Executive, Regional Medical Director, or USC Care CMO as indicated in development and revision of patient care policies and procedures manuals Ensure proactive, high quality communication with physicians, nurse practitioners and other healthcare professionals regarding patient care Work directly with the manager and/or director on the scheduling of appointments, locally and within the Access Center, to ensure a steady patient flow and productive patient-physician clinic relationship. Work w/ physicians and staff in assuring that the physicians have adequate availability to meet requirements and internal Department standards. Manage the practices registration services to ensure compliance with USC Care and Hospital /University policies. Ensure that all required components are completed to ensure proper billings and collections. This includes making sure that insurance information is complete and accurate. Work with Managers, Supervisors and Ambulatory leadership to coordinate clinics nursing services while assuring compliance with TJC standards. This includes adequate staffing plans and staffing contingency plans. Work with Managers, supervisors, IT and Ambulatory leadership to assure practices are in compliance with any and all quality and financial metrics (i.e. MIPS) by performing periodic audit of records. Work with the Regional Medical Director or USC Care CMO and individual physicians to support compliance. Facilitate room utilization and assuring exam rooms are assigned and rooms are utilized appropriately. Work with Facilities and Clinical Engineering to assure the proper functioning of all patient care equipment. Utilizes the nursing process to provide therapeutic care to ambulatory patient population. Employee Management Ensure that management staff understand basic wage and hour laws, federal, state and local laws and regulations, Medicare, and legislation affecting employment in outpatient and nursing services Plan, organize and supervise all clinical and support staff(s) to ensure high quality, cost effective patient care Direct and approve staffing plans to promote the maximum use of all personnel and the reduction or addition of staff based upon patient load ratios and organizational outpatient guidelines Ensure that continuing education programs are offered to keep staff up to date on nursing practices, universal precautions, worker/patient safety etc. Responsible for all employee activity such as hiring, promotions, performance evaluations, salary increases, and disciplinary actions with appropriate approvals from the Executive Administrator and HR Administrator; includes all bonuses, performance reviews, employee performance management, compensation reviews, etc. Ensure that the performance evaluation program meets organizational guidelines and that personnel files are maintained Conduct regular staff meetings with Clinic Administrators or other program facilitators as necessary Performs other duties as assigned.

Requirements

Req Bachelor’s Degree Degree in a related field
Req 5 years Healthcare progressive management experience.
Req Intermediate to advanced computer skills in Microsoft Office programs including Word, Excel, and PowerPoint
Req Ability to define and achieve operational and financial goals for practices under his or her direct supervision.
Req Able to analyzes data and information to increase access and growth, reduce costs, and create efficiencies within each department.
Req Engages in process improvement, program and system implementation, and facility projects to support and meet goals and objectives.
Req Knowledge of Press Ganey results and CGCAPS customer service scores regarding satisfaction of team members, providers, and patients.
Req Knowledgeable in utilizing proper allocation of resources and sound financial management for the growth and development of the practice(s) and new service opportunities.
Req Excellent leadership skills to guide managers under their supervision to effectively delegate responsibilities and duties.
Req Ability to achieves a collaborative working environment.
Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Nice To Haves

Pref Bachelor’s Degree BSN preferred
Pref Master’s degree Degree in a related field

Responsibilities

Maintain a liaison relationship between the Keck Medicine of USC Ambulatory Services, the Office of Revenue Cycle Management and the Keck Medical Center through attendance at meetings and through both written and oral communication
Ensure prompt corrective action is implemented with cost, safety and patient care as priorities for the facilities, equipment and systems
Oversee design and construction of new units and unit expansions/renovations
Participate with due diligence team for potential acquisitions either within or outside the division or the region
Oversee the transitional process of new acquisitions either within or outside the division or the region
Develop and maintain an open line of communication with administrators and staff through staff meetings or written memorandums
Understand and follow all organizational patient and employment policies and procedures
Understand the idiosyncrasies of a multi-specialty clinic and establish protocols and workflows that are complimentary and not detrimental to each specialty and sub-specialty.
Identify commonalities and/or areas of opportunity to further align KMC on consistent practices, whether it be administrative, financial or clinical.
Moderate travel required to various site locations
Work with Clinic Managers and supervisors to formulate site specific budget and work with finance to develop regional budget of overall operational expenses in accordance with policies
Review, authorize and monitor expenditure reports in accordance with policies and procedures
Prepare and submit exceptions to budgetary compliance to the Associate Administrator
Provide training on policies and procedures to staff (including new Facility Administrators) to ensure compliance with financial standards
Review payroll reports for compliance with HR laws and regulatory agency policies
Review patient and treatment charge reports to ensure ethical, accurate, and timely submission of charges for the region
Define and establish goals for practice with Ambulatory leadership and practice leadership.
Implement changes and/or additions as necessary.
Analyze and report current workload and census statistics of patients/day through the use billing and registration systems.
Work closely with the Patient Business Office to assure timely submission of charge documents, provide information on new physicians, provide information on new services and supplies, work w/ office in developing rates for the new services and supplies.
Using census statistics, telephone statistics and taking into account absences, holidays and vacation time, determine the correct level of staffing required to optimize patient care and fiscal integrity while meeting the TJC requirements.
Review the organizational goals, patient care standards according to JCAHO and University policies and administrative requirements of the practice to plan and prepare the annual budget with the Associate Administrator, Chief Ambulatory Officer and financial leadership team.
Encourage communication through weekly staff meetings, individual meetings, Manager and Supervisor meetings.
Assure that changes in policy and procedures are communicated both up and down the chain of command.
Provide ongoing evaluation of all operating systems.
Ensure compliance of on-site cashiering services in the practice.
Ensure that each unit meets all internal and external Standards of Conduct as well as all legal and regulatory requirements
Ensure that appropriate state and federal agency compliance is reported. (i.e. Medicare, State Licensing Boards, etc.)
Coordinate internal audit visits, data collection and reporting per organizational policy
Ensure the creation and implementation of any corrective action needed as a result of internal or external quality assurance, Medicare, OSHA, CDPH, TJC or other governing agency audit
Ensure compliance with state Worker Compensation and OSHA safety training requirements
Oversee quality assurance activities (timely reporting, follow-up, distribution)
Oversee compliance with organizational policies and procedures in accordance with state and federal regulations for patient care and services (Medicare or other governing agencies)
Oversee compliance with state or federal regulations of the Injury Prevention and Safety Training Program
Participate with Ambulatory CNO, Regional Medical Director, or USC Care CMO as indicated and local management to ensure suitable treatment modality for all patients
Ensure that policies and procedures are in place and followed for continuity of planned care when patients are transferred to other facilities
Participate with Ambulatory Nurse Executive, Regional Medical Director, or USC Care CMO as indicated in development and revision of patient care policies and procedures manuals
Ensure proactive, high quality communication with physicians, nurse practitioners and other healthcare professionals regarding patient care
Work directly with the manager and/or director on the scheduling of appointments, locally and within the Access Center, to ensure a steady patient flow and productive patient-physician clinic relationship.
Work w/ physicians and staff in assuring that the physicians have adequate availability to meet requirements and internal Department standards.
Manage the practices registration services to ensure compliance with USC Care and Hospital /University policies.
Ensure that all required components are completed to ensure proper billings and collections. This includes making sure that insurance information is complete and accurate.
Work with Managers, Supervisors and Ambulatory leadership to coordinate clinics nursing services while assuring compliance with TJC standards.
Work with Managers, supervisors, IT and Ambulatory leadership to assure practices are in compliance with any and all quality and financial metrics (i.e. MIPS) by performing periodic audit of records.
Work with the Regional Medical Director or USC Care CMO and individual physicians to support compliance.
Facilitate room utilization and assuring exam rooms are assigned and rooms are utilized appropriately.
Work with Facilities and Clinical Engineering to assure the proper functioning of all patient care equipment.
Utilizes the nursing process to provide therapeutic care to ambulatory patient population.
Ensure that management staff understand basic wage and hour laws, federal, state and local laws and regulations, Medicare, and legislation affecting employment in outpatient and nursing services
Plan, organize and supervise all clinical and support staff(s) to ensure high quality, cost effective patient care
Direct and approve staffing plans to promote the maximum use of all personnel and the reduction or addition of staff based upon patient load ratios and organizational outpatient guidelines
Ensure that continuing education programs are offered to keep staff up to date on nursing practices, universal precautions, worker/patient safety etc.
Responsible for all employee activity such as hiring, promotions, performance evaluations, salary increases, and disciplinary actions with appropriate approvals from the Executive Administrator and HR Administrator; includes all bonuses, performance reviews, employee performance management, compensation reviews, etc.
Ensure that the performance evaluation program meets organizational guidelines and that personnel files are maintained
Conduct regular staff meetings with Clinic Administrators or other program facilitators as necessary
Performs other duties as assigned.