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Healthcare Operations Manager

2 months ago

Worthington, Ohio, United States SmileMD Full time
Job Description

SmileMD is seeking a highly skilled Healthcare Operations Manager to join our team. As a key member of our operations team, you will play a critical role in managing and optimizing the scheduling of case days across multiple regions.

Key Responsibilities:
  • Master Scheduling and Optimization:
    • Develop and maintain a comprehensive schedule for all case days across multiple regions, ensuring optimal utilization of clinical teams.
    • Utilize scheduling software and tools to forecast demand and plan schedules, aiming to double the current volume to 400 case days per month within the next year.
    • Create and maintain a minimum 6-week rolling schedule, ensuring coverage for all clinical roles and geographies.
  • Coordination and Communication:
    • Collaborate with Regional Clinical Operations Managers and Partner Success Managers to coordinate schedules and address any conflicts or changes for offices.
    • Communicate schedule changes promptly to clinical care teams and ensure alignment with staff availability.
    • Work closely with dental office managers and surgery coordinators to ensure smooth patient flow and staff scheduling.
  • Resource Management:
    • Forecast hiring needs based on demand and coordinate with clinical operations to confirm clinical staff availability.
    • Schedule both W2 and 1099 (contractor) staff, ensuring adequate coverage in all regions.
    • Develop standby schedules and assist with identifying staff for call-offs.
  • Data Analysis and Reporting:
    • Analyze scheduling data to identify trends, staffing shortfalls, and opportunities for optimization.
    • Prepare and update staffing reports, determining job vacancies and addressing scheduling problems.
  • Customer Service and Support:
    • Provide a professional and solution-oriented experience for office partners and clinical teams.
    • Assist with other administrative tasks as needed to support the overall efficiency of operations.
Requirements:
  • Education and Experience:
    • Minimum Education: High school diploma or equivalent required; additional education or training in office administration or a related field is a plus.
    • Minimum Experience: Minimum of 5 years of experience in a healthcare scheduling role, preferably for multi-site medical or dental environment. Experience with master scheduling and using AI tools is highly desirable.
  • Knowledge, Skills and Abilities:
    • Strong organizational skills with the ability to manage multiple tasks simultaneously.
    • Excellent communication and interpersonal skills to collaborate effectively with internal and external stakeholders.
    • Proficient in using scheduling software and general office equipment.
    • Knowledge of healthcare terminology and procedures is an advantage.
    • Ability to work in a fast-paced environment and handle stressful situations calmly.
    • Demonstrated ability to grow into a leadership role within the scheduling department.
    • Strong analytical skills for data analysis and reporting.