Job Information
CEENTA Operations Supervisor-Uptown, Belmont & Steele Creek in Fort Mill, South Carolina
Primary Objective
The Operations Supervisor supports the Operations Manager through collaborative management of clinic operations and staff to ensure effective, efficient delivery of high-quality patient care and an excellent patient experience.
Essential Functions
Supervision:
Actively supervise clinical and non-clinical staff & patient services for 1 or more locations with more than 50,000 encounters per year &/or 9+ providers to ensure the effective, efficient delivery of high quality patient care
Supervise clinic staff, including:
Developing & disseminating schedules
Managing time & attendance in the HRIS system, as well as analyzing reports to ensure adherence to company policies and staffing optimization
Assisting with performance management, to include coaching and corrective action as needed
Identifying individual growth and development opportunities to positively impact employee engagement, performance, and retention
Assist with managing provider schedules in the EHR system
Monitor applicable dashboards, reports, messages, & workqueues in the EHR system as assigned to optimize clinic operations
Assist with managing administrative & clinical inventory, including
Decrementing and receiving the inventory using the approved Purchasing workflow/process as provided by the Purchasing Department
Maintaining direct knowledge of the clinical supplies and medications in the corresponding location(s)
Partnering with providers and staff for successful and timely ordering
- Establishing the workflow, training staff, and holding staff accountable to ensure timely supply submission and receipt
Collaborating with the Purchasing Department to streamline ordering processes to include setting Par levels, identifying where supplies are stored, and where and how they are delivered
Stocking central supply and assigning the appropriate clinical staff to ensure rooms are appropriately stocked to the room specific PAR daily
Working with providers and the Purchasing Department on special projects as identified by Senior Leadership (such as establishing standards for supply ordering by specialty)
Assist with ordering administrative & clinical (medical & pharmacological) supplies through the CEENTA delineated Purchasing System as defined by the Purchasing Department and ultimately the Finance Department
Assist with managing facility & equipment maintenance & repairs in collaboration with CEENTA leaders and staff using defined workflows
Assist with the operational aspects of provider on & off boarding
Assist with daily clinic functions as needed
Finance:
Support the Operations Manager with meeting financial objectives as outlined by Executive Leadership; examples include:
Reviewing monthly financial statements
Establishing methods to meet or exceed budgeted visit volume, staff allocation, &/or revenue
Maximizing the collection of patient payments
Upholding financial policies and procedures through staff accountability and patient education
Facilitating the annual strategic budgetary process, forecasting need for capital equipment, staff, etc.
Identifying innovative revenue-generating or cost-saving measures
Charge capture for identified provider services
Patient Experience:
Maintain patient relations by rounding in patient reception and waiting areas and promptly and appropriately responding to questions or concerns, escalating to the Operations Manager as needed
Document patient concerns into the electronic monitoring system
Promote technological offerings that enhance the patient experience, such as CEENTA’s patient portal and online scheduling
Collaborate with providers and staff to enhance the patient experience, including training and coaching on patient experience objectives
Training & Communication:
Ensure all staff are trained and up to date on company Policies and Procedures
Collaborate with clinical team leads to enforce safety & compliance protocols
Ensure staff are compliant updating certifications & completing annual required training as applicable
Train staff on new & existing workflows, including reinforcing EHR system procedures
Assist with onboarding & training for new employees
Engage in regular communication with staff, including participation in one on ones and monthly staff meetings with the Operations Manager
Support Operations Manager in maintaining provider relationships through open communication regarding clinic considerations and organizational updates
Ability to meet the physical and mental demands of the position
The ability to work on-site
Predictable, reliable, and prompt attendance
Skills and Abilities
Must be able to manage and foster a team environment
Must have willingness to accept change, new processes and methods for continuous improvement to ensure quality and efficient operations
Proficient in Microsoft Office applications (Outlook, Word, Excel)
Proficient in Electronic Medical Record systems
Ability to communicate effectively & professionally (written and verbal)
Core Competencies
Communication - Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
Building Patient Loyalty - Effectively meeting patient needs; building productive patient relationships; taking responsibility for patient satisfaction and loyalty.
Building Positive Working Relationships - Developing and using collaborative relationships to facilitate the accomplishment of work goals.
Initiative - Taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive.
Attention to Detail - Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
Clinical Competencies
N/A
Accountability
Our mission is to be the premier eye, ear, nose, and throat group providing comprehensive, quality, and ethical healthcare to all in the Carolinas; to provide a favorable environment for the delivery of healthcare; and to provide for the wellbeing of the physicians and the employees of Charlotte Eye Ear Nose & Throat Associates, P.A.
The Operations Supervisor impacts CEENTA’s ability to achieve its mission by supporting the Operations Manager through collaborative management of clinic operations and staff to ensure effective, efficient delivery of high-quality patient care and an excellent patient experience.
Supervisory Responsibilities
This position supervises a team of employees to support clinic operations and reports to the Operations Manager.
Education
High school diploma or equivalent required. Associate’s or Bachelor’s degree preferred.
Experience
One to three years’ supervisory experience in a medical office setting required.
Certificates, Licenses, Registrations
Certifications, licenses, or registrations a plus.
Training Period
6-8 weeks of on the job training with the Operations Manger
Supply Ordering Training with the Purchasing Department; mandatory refresher training to occur biannually
EHR training will be provided
Work Environment
The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Operations Supervisor functions in a multi-specialty clinic or clinics with high patient volume. This role may be exposed to contagious or infectious diseases, and therefore, may be required to wear personal protective equipment at times. This position routinely uses standard office equipment, including computers and multi-line telephones.
Position Type and Expected Hours of Work
This is a full-time, exempt position with core business hours Mondays-Fridays. Hours are subject to variation based upon business needs.
Physical ,Mental, and Other Requirements
The physical and mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands:
Occasionally assists with moving or positioning wheel-chair bound patients, clinical equipment, and office supplies.
Frequently required to stand; walk; sit in front of a computer; type; perform repetitive mouse clicks; use hands to finger, handle or feel; and reach with hands and arms to assist patients and/or providers/staff.
Occasionally required to climb stairs, squat, kneel, or carry.
Mental Demands:
Ability to problem solve
Ability to work under pressure
Ability to make quick decisions
Ability to supervise others
Ability to thrive in a fast-paced environment
Ability to use discretion and sensitivity
Ability to interpret data
Other Requirements:
Active & Current Driver’s license
Clean driving record
Consistent and Reliable Transportation
Polite and professional disposition
Travel
Travel to other CEENTA locations required depending on business needs.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. In addition to those essential functions identified above, individuals in this position are also responsible for performing other duties or tasks that may be assigned. CEENTA retains the discretion to ad or change the essential job functions of this position at any time without notice.
A Typical Day in the Position
A typical day for the Operations Supervisor involves supervising and/or assisting with daily operations of a multispecialty clinic in collaboration with the Operations Manager to ensure providers and staff can deliver effective, efficient, high-quality patient care that results in an excellent patient experience. They promptly and appropriately respond to questions or concerns from patients, providers, and staff. They assist the Operations Manager with staff schedules, time & attendance, and performance management. They manage clinical and administrative supply inventory and ensure facilities and equipment are in good working order.
Equal Employment Opportunity Statement
The Company bases all applicant and employee employment decisions without regard to race, creed, color, religion, age, gender identity or expression, sexual orientation, pregnancy, genetic information, national origin, sex, uniform service, veteran status, protected disability, and any other category protected under federal or state law. This policy of equal employment opportunity applies to all policies and procedures relating to employment including, but not limited to recruitment, placement, employee training and development, promotion, benefits, compensation, leaves of absence, position elimination, layoff, recall, termination, and all other terms and conditions of employment. The Company opposes racial injustice and racial inequality. We strive to provide a diverse workplace wherever employee’s background and experiences are important and bring value to us as an organization. Employees should bring any violations of this policy to the attention of Human Resources.
The South Carolina Pregnancy Accommodation Act protects individuals from employment discrimination for medical needs arising from pregnancy, childbirth or related medical conditions. The Act, which amended the South Carolina Human Affairs Law, also requires that employers provide reasonable accommodations for medical needs arising from pregnancy, childbirth or related medical conditions. Should you have any questions, please contact Human Resources.
Accessibility Accommodation Statement Charlotte Eye, Ear, Nose and Throat Associates is committed to complying with all applicable provisions of the Americans with Disabilities Act, as amended (“ADA”), and applicable state and local laws. It is the Company’s policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment on the basis of such an individual’s disability. If you are an applicant and need a reasonable accommodation when applying for job opportunities within the Company or request a reasonable accommodation to utilize the Company’s online employment application, please contact hr@ceenta.com .
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