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Healthcare Operations Supervisor
2 months ago
Salary: $140K-$145K/year based on experience
Work Environment: This is an onsite role, Monday to Friday, during standard business hours.
About the Organization:
Private Medical has dedicated the last two decades to establishing a unique category of concierge medicine known as private medicine. Our mission is to foster a system that prioritizes the relationship between patients, healthcare providers, and every member of the care team. With locations in California, New York, and Florida, our physician-led teams collaborate with Gynecologists, Naturopathic Medicine Doctors, and a network of local and global specialists to deliver evidence-based, continuous care to our members and their families. As a privately held entity, we operate free from conflicts of interest.
Role Summary:
We are seeking a seasoned operations manager to oversee our Menlo Park office. The Operations Manager is responsible for ensuring the smooth daily operations of the office, managing and supporting staff, and facilitating connections between team members and the appropriate departments to address their needs.
Key Qualifications:
- Education: A Bachelor's degree in a health-related field is required (e.g., Health Administration, Public Health, or Health Science).
- Experience: A minimum of five (5) years in medical office management is essential.
- A high level of professionalism is expected.
- Experience in managerial roles and mentoring junior staff is necessary.
- Strong organizational, written, and verbal communication skills are required.
- Ability to build rapport and work effectively with diverse individuals.
Responsibilities:
People Operations:
- Direct supervision of all site Patient Care Coordinators (currently 7 in total).
- Provide daily management for RNs and collaborate closely with the RN Supervisor and MD Site Lead regarding personnel matters.
- Approve and manage PTO requests for Patient Care Coordinators, MDs, and Medical Assistant/Clinical Logistic Techs, ensuring proper calendar coverage.
- Oversee time card approvals bi-monthly and rectify any discrepancies.
- Ensure adequate staffing for lunches and breaks.
- Act as the primary contact for unplanned staff absences and coordinate with team leads to maintain office staffing levels.
- Promote a positive, team-oriented office culture and address conflicts as they arise.
- Facilitate training sessions and onboarding for new hires.
- Support IT and logistics setup for new staff.
Customer Service and Leadership:
- Lead by example to enhance the Patient Experience and foster a supportive team environment.
- Collaborate with other Site Operations Managers to ensure operational consistency.
- Organize monthly All Hands Staff Meetings.
- Engage in monthly Operations meetings and provide feedback on procedures and daily operations.
- Manage relationships with office vendors.
Compliance Responsibilities:
- Oversee license renewals, DEA compliance, hospital privileges, and other necessary documentation.
- Act as the Site Safety/OSHA and HIPAA Monitor.
- Ensure patient safety through equipment calibration and appropriate office postings.
- Communicate compliance requirements to the Clinical Operations Team.
- Coordinate credentialing needs with the Clinical Operations Team.
Site Management:
- Maintain the office's aesthetic by managing design, furniture layout, and approved accessories.
- Coordinate construction and renovation projects with leadership.
- Oversee office maintenance and cleanliness, ensuring immediate attention to urgent matters.
- Manage office supplies and break room inventory.
- Coordinate the delivery and maintenance of furniture and physical assets.
- Maintain an updated office seating chart.
Financial Oversight:
- Complete monthly expense reports with supporting receipts.
- Process patient credit card payments and deposit checks in the absence of the Finance Manager.
Additional Skills:
- Advanced proficiency with computer systems, particularly Apple products and various EHRs.
- Strong verbal and written communication skills.
- Emotional intelligence, including self-awareness, self-control, and empathy.
- Proven ability to thrive in a fast-paced, cross-functional environment.
- Exceptional organizational skills and attention to detail.
Benefits:
- Competitive salary based on experience and skills.
- 401(k) plan with matching contributions.
- Comprehensive health benefits.
- Three weeks of paid time off plus ten paid holidays and one floating holiday.
- Opportunities to provide exceptional patient care and collaborate with outstanding colleagues.
At Private Medical, we believe that a positive experience for patients, healthcare providers, and the entire team is achieved through collaboration among individuals from diverse backgrounds. We are committed to fostering an inclusive environment that values curiosity, compassion, and the unique perspectives that diversity brings.
