Manager, Centralized Access Services

Department Overview

The Manager of the Connected Care Center (C3), Ambulatory Access Services (AAS), and Incoming Referrals Center (IRC) teams will be responsible for the day-to-day operations and staff supervision for all non-clinical C3, AAS, and IRC functions.

The Operations Manager will be a key leader serving as an integral member of the C3 and Access leadership teams to oversee our access optimization efforts. OHSU defines access optimization as call center capabilities and capacity management tools and processes. This role is responsible for the day-to-day oversight of all call center and access optimization activities. This leader will partner with other operational colleagues to deliver on patient access and capacity management goals.

Interprets policies and procedures, recommends changes as appropriate, and provides relevant feedback to access management leaders.

This individual will work in a leadership team responsible for setting goals, priorities, and performance standards for centralized scheduling and registration functions including referral workflows, inbasket messages, call routing, and insurance verification. They oversee initiatives and guidelines related to patient experience, training for call center staff, call volumes, abandonment rates, call resolution, referral management, registration accuracy, and scheduling variances. This individual will also participate in template management functions to ensure appropriate provider and resource template maintenance.

The manager will maintain organizational and administrative policies and procedures and will be knowledgeable of the policies and procedures outlined in the service level agreements for the non-clinical services supported by C3 and AAS. This position will have a direct reporting relationship to the Director of Centralized Access Services.

• Oversee Connected Care Center (C3) operations for centralized call handling, referral management, scheduling, patient registration, financial clearance, and will assist the Director with aspects of template management.
• Assists the Director with determining operational strategies for template design and capacity planning.
• Responsible for continuous improvement to processes, developing and documenting efficient workflow plans.
• Ensure that all patient and provider complaints are resolved in real-time with favorable solutions. The Operations Manager must have excellent people management skills, the ability to report on productivity, and an analytical mindset to monitor performance indicators.
• Coaches and develops staff to improve quality, performance, and productivity. Articulates work and performance expectations. Adheres to OHSU policy regarding coaching, counseling, and progressive disciplinary actions.
• Uses creative and innovative methods to motivate staff and to create a succession planning.
• Collaborates with others in the development of schedules to optimize clinical time and patient experience.
• Develops targets and tracks staff daily performance and productivity. Creates stretch goals to improve service levels and optimize productivity.
• Monitors and maintains work volume statistics.
• Develops a process for escalated issues. Answers questions and recommends corrective services to address complaints.
• Aligns with organizational access objectives in support of multi-channels of scheduling.
• Accomplishes organizational goals by accepting ownership for new and different requests with complete understanding and clarity to execute against plans. Supervise and ensure quality customer service to both external customers (patients, patient families, referring providers, insurance carriers, etc.) and internal customers (OHSU healthcare providers and staff). This includes regular call monitoring and documentation review.
• Assists other leaders with template management to ensure appropriate maintenance of provider and resource templates and ensures alignment with enterprise-level template standards.
• Requests system enhancements as needed to facilitate accurate scheduling and registration.
• Assist with the review, design, and testing of technology system features and upgrades.
• Serve as an escalation point for non-clinical service issues and questions and support teams in mitigating escalations.

• Develops a positive and collaborative work environment for C3 staff.
• Conduct team meetings to apprise staff of changes and to address broader-based program area issues and initiatives.
• Ensure C3 non-clinical staffing needs are met, and support implementation of alternative staffing patterns as needs arise, taking into consideration budgetary constraints and performance requirements and restrictions.
• Conduct timely training assessments and performance reviews.
• Ensure quality assurance audits are completed for all staff.
• Assist managers with staff relations issues as needed.
• Interview and make hiring decisions to maintain adequate staffing in areas of…