Operations Manager for Holistic Medical Practice

3 weeks ago

Mesa, United States An Oasis of Healing Full time

The Operations Manager oversees the day-to-day activities of the center under the supervision and advisement of the Administrator. The Operations Manager must excel at completing tasks individually as well as delegating tasks and diligently following up to ensure proper completion by staff per SOPs. This requires a collaborative and egalitarian mindset, understanding that all persons and staff members are crucial to the optimal operations of the center. The job of the Operations Manager is not to micro-manage, but to support and inspire each team member to be fully proficient and efficient at their individual job duties. The Operations Manager must demonstrate exceptional communication and people skills to build strong relationships with supervisors, staff, patients, vendors, and the community The responsibilities for the Operations Manager include but are not limited to the following.

**Facilities**
- Make sure center is fully functional for all operations
- Manage computer, IT network, HVAC, plumbing, electrical, etc., issues & repairs
- Manage janitorial and waste removal needs including hazardous waste
- Manage stocking and ordering of all supplies as needed
- Manage overall orderliness and cleanliness of center - Make sure all areas are cleaned, organized, and stocked for daily operations.
- Manage and maintains OSHA compliance and required documentation
- Make sure all areas are secured and closed properly at end of day

**Telephone**
- Makes sure phones are answered promptly and calls are handled per SOPs
- Maintain Cox phone system and voice mail messages - changing as needed for holidays, new employees or updates

**Patient Flow and Scheduling**
- Assists Scheduler as needed with monitoring staff and patients to ensure they are following schedule and oversee any adjustments or changes needed as well as manage any needed correction of ongoing issues.
- Make sure daily patient schedule is completed and distributed daily per SOPs - cross train with scheduler
- Audits daily schedule for staff attendance and patient compliance or cancellations.

**Billing & Invoicing**
- Make sure all billing is accurate and done in a timely manner to facilitate collections.
- Make sure all weekly collections are completed no later than Wednesday.

**Staff**
- Maintains appropriate staff coverage for schedule daily
- Monitors staff compliance with schedule and assigned hours
- Oversees staff efficiency and productivity daily
- Monitors staff communications to ensure no gaps or inefficiencies and systems followed
- Handles onboarding and orientation for staff as needed including documentation, IT and facilities access and training
- Maintain staff schedule and coverage for absences and vacations
- Maintain OSHA and HIPPA compliance and training
- Make sure all staff are compliant with all SOPs for their individual job description as well as overall operations.

**Receipt of Goods**
- Make sure all receipt of goods are handled properly by_
- Distributing package to proper department immediately

**Front Office Printer/Fax**
- Make sure all incoming communications are distributed and handled properly
- Make sure all items printed are distributed properly
- Handle all updates and programming changes needed on the printer for staff and other changes

**EHR**
- Routinely checks EHR to be sure all documents are being signed off and staff are properly filing documents
- Responsible for maintaining proper functioning requesting support from the vendor for any issues unable to address
- Handle setting up or deleting employees as necessary - each account to function according to the employees job description

**Medical Records**
- Make sure all copies of medical records when requested are complete and delivered within 3 days unless it is a STAT request and then 24 hours or less per individual request (if possible)

**REQUIREMENTS**:

- 3 years of management experience supervising seven or more people
- 2 years of experience in medical office
- Be mature with strong leadership and interpersonal communication skills with the ability to build and maintain strong relations with staff, patients and patients’ caregivers/family members
- Have ability to see overall needs for optimum organization and flow throughout the center
- Be forward looking and big picture person in order to be proactive in preparing for different possible future scenarios
- Have superior multi-tasking skills with ability to maintain a positive attitude and meet deadlines
- Be organized, self-reliant and exhibit strong initiative
- Knowledge and understanding of medical terms, medical equipment, and medical coding
- Knowledge and understanding of human resources.
- o Be mechanically inclined and have a basic understanding of how plumbing, electrical, and HVAC function to facilitate troubleshooting
- Be comfortable and able to use tools with confidence
- Excellent IT & computer skills, know how to manage the basics of a server, modem and router and troubleshoot b

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