OHC Clinic Operations Manager

🔍 Dean of Research, Stanford, California, United States

📁: Administration

📅   : Feb 26, 2019 Post Date

📅   : 82167 Requisition #

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CORE DUTIES but are not limited to:
Strategic Planning and Community Outreach:
Equal parts external outreach and internal operations, the Clinic Operations Manager will work collaboratively with the clinicians and other key members in EH&S, as well as externally with various University departments, in order to ensure that the clinics advance the health and safety of University personnel while delivering high-quality medical care in a cost-effective and efficient manner.

Strategic Outreach
• Engages University stakeholders (e.g., University Human Resources, Risk Management, University Safety Partners, School of Medicine) to promulgate new initiatives and guidelines.
• Serves as point person with any department/ school seeking new occupational health support services, assisting clients in determining how the OHC can best support the client’s goals/initiatives.
• Interfaces with various University partners to support population-based health-promotion and wellness initiatives for the University community, in coordination with existing BeWell and HIP programs.
• Establishes cooperative relationships with external entities, including Zurich claim adjusters, external medical providers, SHC Occupational Health Services, and other program-related vendors.
• Oversees the development, implementation, and maintenance of websites for SUOHC/ SLAC OHC, collaborating with IT as appropriate.
• Manages communication and outreach promoting the medical surveillance and travel medicine programs.

Measuring impact
• Develops and utilizes tracking tools and dashboard metrics to monitor key outcomes with respect to workers’ compensation claims and medical surveillance data.
• Works collaboratively with OHC Medical Director, Risk Management, EH&S staff, the University’s insurance carrier, and EHR (electronic health record) to implement and streamline a centralized process of metric tracking.
• Analyzes and provides written reports on injury and illness trends and workers’ compensation rates to demonstrate effectiveness and efficiency of SU/SLAC OHC operations, in collaboration with EH&S representatives. Uses such information to support continuous improvement in the delivery and management of injury/illness cases.
• Develops and analyzes patient satisfaction surveys to guide clinical improvement
• Establishes and monitors key performance indicators (KPI) related to SUOHC annual objectives and EH&S campus wellness goals

Clinical Operations Management:
Initial areas of focus may include launching a campus-wide injury reporting system in collaboration with EH&S, establishing on-site physical therapy and studying the impact of this and complementary treatment modalities, streamlining the employer and patient experience around medical surveillance compliance and travel medicine, and developing tracking tools to monitor key outcomes with respect to workers’ compensation claims.

General
Provides operational management to ensure that SU/SLAC OHC delivers patient high-quality care in an efficient/effective manner:
• Strategically plan for future SU/SLAC OHC programmatic needs in terms of budget, staffing, and supply needs by critically analyzing data trends, working in conjunction with Medical Director, EH&S Associate Vice Provost, and EH&S Deputy Director.
• Function as the clinic liaison with patients, researchers, departmental and other University administration, hospitals, vendors, and other members of the Stanford community in matters related to SU/SLAC OHC operations. Responds to client/patient/stakeholder concerns in a timely manner.
• Support physicians and advanced practice providers in the developing, implementing, and optimizing workflow involving occupational medical surveillance procedures and injuries/illness care.
• Monitor delivery of patient services to include reviewing clinician activity data and forecast/ prepare for all changes needed or impacted by patient load, billing/collecting procedures, and all relevant regulations and policies.
• Develop and implement SU/SLAC OHC policies and procedures regarding clinic operations;
• Optimize work processes to promote efficient administrative processes, including specialist referrals; monitor workload and systems and coordinate resources to optimize operational efficiencies. Ensure smooth running of OHC facilities, equipment, and computer resources.
• Manage special projects that affect the operations of the clinic, which may require reviewing and analyzing information, identifying problems, recommending solutions, and writing reports.
• Ensure overall HIPAA-compliance for SUOHC and SLAC OHC, including provision and maintenance of required trainings and records.
• Manage on-site medical records administration and ensures that all state and federal regulations governing the release of information are followed.

Financial Management (collaboratively with EH&S):
• Oversees financial activities related to procurement, inventories, payments, and collecting reimbursements from other departments and workers’ compensation insurance provider.
• Reviews monthly expenditure statements with EH&S as part of periodic expense summary reporting and in order to ensure charges are made accurately to appropriate accounts and those errors are corrected in a timely fashion; resolves discrepancies between statements and back-up documentation, e.g., invoices, contracts, etc.
• Analyzes and presents data to support the development of operating expense and capital budgets, and service fee schedules. Communicates with clients regarding billing changes.
• Collaborates with SLAC Environmental Safety and Health (ESH) leadership regarding SLAC staffing needs and actively ensures contractual obligations are met.
• Optimizes billing processes as currently performed within the electronic health record

Staff Supervision and Coordination:
• Directly supervises the workers’ compensation billing specialist and the non-physician clinical staff, the clinical components of the latter in conjunction with the Medical Director.
• Ensures appropriate staff support (including MDs and advanced practice providers) and coverage at both sites during scheduled staff outages or illness, working with School of Medicine management as needed.
• Oversee Staff Support of Medical Director and other senior staff.

MINIMUM REQUIREMENTS:
Education and Experience:
• Bachelor’s degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience. Successful work in a position with demonstrated growth in responsibilities for various aspects of clinic management, including business office, quality improvement and computerized office systems. A combination of education and experience may be acceptable.

Knowledge, Skills, and Abilities
• Ability to develop programs, review and analyze programmatic needs, lead process improvement projects, and establish the strategic direction and business plans for a functional group.
• Ability to collect, analyze, and present data and metrics, effectively convey these findings and broad trends to a variety of audiences with the capacity to positively influence senior leadership, faculty, and other decision-makers.
• Ability to manage multiple priorities simultaneously and work independently under general administrative and medical direction.
• Experience supervising administrative assistants and/or clinical staff, demonstrating the ability to apply sound supervisory practices; ability to delegate responsibly to others according to ability, level of preparation, the standards of practice, and regulatory guidelines.
• Ability to communicate effectively and establish and maintain cooperative working relationships with others; demonstrate empathic, respectful, and positive customer relations behaviors with all levels of employees who hold varying roles and have varying responsibilities within the organization.
• Excellent attention to detail and thoroughness in accomplishing assigned tasks from inception through completion, including follow-up, in a multi-tasking environment; pride in doing the job correctly and completely.

Other required Knowledge, Skills, and Abilities
• Working knowledge of medical terminology
• Excellent written and oral English communication skills.
• Strong proficiency with business office financial applications including budgeting, accounts receivable management, inventory control, and accounts payable.
• A high level of proficiency in the Microsoft suite of applications, including Outlook, and Adobe Acrobat, and good web design skills.
• Strong self-motivation; proactive, high-energy, enthusiastic, “can-do” work ethic; and ability to handle potentially stressful situations with a sense of humor and tolerance for ambiguity while presenting a professional image.
• Ability to maintain punctuality and good attendance.
• Possession of or willingness to obtain and maintain a valid non-commercial California Driver’s license.

ADDITIONAL SKILLS AND KNOWLEDGE DESIRED:
• Prefer candidate with 5-7 years of management experience and familiarity with an onsite (academic or industrial) occupational medicine clinic setting that provides medical surveillance testing and injury care beyond initial triage and first-aid.
• Candidates with Masters of Public Health (MPH) or Masters of Health Administration (MHA) preferred, but will consider candidates without degree who have demonstrated ability to perform key functions of job in previous roles.
• Advanced knowledge of the workings and interrelated components related to the operational management of occupational health service
• Regulatory drivers and operational components applicable to outpatient medical clinics in a research/teaching environment;
• Electronic Medical Record (EMR) systems and medical record documentation practices (e.g., Occupational Health and Safety software, EPIC)
• Detailed understanding of HIPAA requirements; ability to enforce within an occupational health center.
• Ability to communicate in Spanish a plus.

Certifications and Licenses:
None

PHYSICAL REQUIREMENTS*:
• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 25 pounds;
• Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORKING CONDITIONS:

• Occasionally work evenings and weekends on computer to meet critical deadlines

WORK STANDARDS:
• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu.

Additional Information