Operations Manager Job Redmond area,Oregon USA,Management

Description

The Operations Manager is responsible for ensuring smooth and efficient operations of the clinic front office/desk, including scheduling, patient check-in and checkout, enrollment, interpreter coordination, and phone coverage. This position supervises administrative staff. Supervisory responsibilities for direct reports include, but are not limited to hiring, coaching, training, addressing performance issues, and managing schedules. The Operations Manager’s responsibilities include directly managing and overseeing standardized workflows and processes, providing supervision of the Administrative Support Staff to provide efficient, dependable, and timely support to the assigned program(s) and staff that reflect effective administrative and operations best practices, and collaborating and supporting teams to achieve strategic initiatives and organizational goals.

EDUCATION

AND/OR

EXPERIENCE:

Bachelor’s degree in Business, Management or other related field or
Equivalent of Associate’s degree in Business, Management or other related field plus 2 years high-level business administrative experience (in addition to the following experience requirements)
Minimum of three years of previous high-level business administrative experience required
Minimum of two years of staff supervision/leadership experience required

LICENSES AND

CERTIFICATIONS:

Must maintain a valid Oregon Driver License or ability to obtain one upon hire and be insurable under the organization’s auto liability coverage policy (minimum 21 years of age and with no Type A violations in the past 3 years, or three (3) or more Type B violations) and must have a reliable vehicle with adequate insurance to travel as needed.

PREFERRED:

Bilingual in English/Spanish a plus

ESSENTIAL FUNCTIONS:

1. Direct Supervision and Support of Administrative Staff:

a) Ensures accountability of the team, including but not limited to adherence to policies, procedures, guidelines, workflows, etc., addressing attendance, performance, and behavior concerns including corrective action if necessary;
b) Holds consistent and timely team meetings to communicate organization, site, and/or department information, changes, initiatives, etc.;
c) Sets performance goals and service targets for staff used to evaluate performance and to drive continuous improvement.
d) Consults with Human Resources to support employee relations, performance achievement, training, employee engagement, etc.;
e) Obtains leadership approval and manages all recruitment and hiring for the team. Provides oversight and support for recruitment/hiring of openings supervised by direct reports;
f) Manages time off requests and approves timecards for direct reports or as delegated and monitors to ensure staff take required breaks and lunches;
g) Manages the performance of the team, conducts monthly meetups and provides real-time and consistent coaching with all direct reports;
h) Coordinates and supports the onboarding and offboarding of direct reports.

2. EHR Registration, Check-In, Collections, Scheduling & Referrals:

a) Manages and monitors registration work queues and provides feedback to staff responsible for task;
b) Manages and monitors referral work queues and provides feedback to staff responsible for task;
c) Ensures that administrative staff are proficient in the EHR and that proper and timely documentation is consistently achieved;
d) Follows and supports Best Care’s standardized workflows. Participates in the development of workflows and reference materials to ensure confidence of staff to perform their job tasks;
e) Communicates and partners with ESA team for optimization and clarity in the system;
f) Manages Epic templates to ensure adequate availability of clinicians for clients. Ensures timely…