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Healthcare Operations Supervisor

2 months ago

Detroit, Michigan, United States Columbia University Full time

Position Overview

The Healthcare Operations Supervisor is responsible for the comprehensive management, oversight, and advancement of their designated medical practice, ensuring the effectiveness and reliability of clinical operations in specific areas, including quality, accessibility, and value. This role involves leading, supervising, and coordinating overall operational and administrative functions to guarantee optimal efficiency, high-quality patient interactions, and adherence to relevant HR and regulatory standards. Collaborates with clinical leadership to ensure the strategic objectives of Columbia University are met. Guides the practice in a manner that fosters an outstanding patient experience, contributing to favorable health outcomes and a workplace culture characterized by kindness, inclusion, integrity, accountability, and excellence.

Key Responsibilities

Operational Management

  • Collaborates effectively with physicians, administrative and clinical managers, and staff to achieve practice-wide operational and financial objectives. Oversees and coordinates all processes and activities within assigned areas, ensuring compliance with organizational guidelines and policies.
  • Develops and implements policies and procedures related to patient scheduling and operational matters in the office practice and examination areas in partnership with medical and administrative personnel.
  • Manages the ordering and inventory of all clinical and office supplies, including PPE, within the practice suite. Monitors supply usage and adjusts inventory levels as necessary.
  • Ensures optimal utilization of the facility during all operational hours by optimizing staffing ratios, patient density, and clinical space usage.
  • Monitors clinic manager dashboards, including Front Desk, Scheduling, Referrals, and In-Basket management.
  • Oversees the completion and processing of all front-end Revenue Cycle activities, including physician billing, copay collection, and adherence to billing compliance.
  • Supervises the physical environment of all practice sites, coordinating with other departments such as IT, telecommunications, and facilities management.
  • Ensures cleanliness and safety standards are maintained at all sites, escalating issues as necessary to relevant departments.
  • Creates daily, weekly, and monthly assignment lists to ensure adequate clinical coverage and provider support.
  • Conducts regular meetings with staff to facilitate information transfer, streamline patient flow, and coordinate care and services.
  • Holds scheduled meetings with Supervisors and Leads to develop new procedures and approaches for performance and process enhancement.

Strategic Development

  • Monitors key performance indicators and implements initiatives for performance improvement as required. Continuously seeks and applies operational enhancements.
  • Supports and mentors staff in alignment with Columbia University's strategic plan, fostering a patient-centered environment that ensures an exceptional patient experience.
  • Utilizes databases of patient activity and resource utilization to identify trends and patterns for analysis and action.
  • Participates in projects and performance improvement activities.
  • Directs customer satisfaction initiatives, maintaining a positive demeanor in interactions with staff, patients, and families.
  • Sets expectations for patient portal activation rates and monitors metrics to develop strategies for achieving target goals.
  • Engages as a member of the healthcare team and various interdisciplinary committees to enhance patient care.

Team Leadership

  • Provides direct oversight of supervisors and staff, including recruitment and human resource management. Mentors supervisors in onboarding and training clinical staff.
  • Evaluates staff performance and competencies, conducting performance reviews in accordance with departmental guidelines.
  • Promotes professionalism and performance through coaching, training, and feedback, modeling best practices.

Compliance Oversight

  • Ensures compliance with ColumbiaDoctors and institutional policies to enhance patient encounters and improve office effectiveness.
  • Stays current on organizational and regulatory compliance training and successfully completes all required training.
  • Maintains patient privacy and confidentiality in accordance with HIPAA regulations.

Qualifications

  • Bachelor's degree or equivalent in education and experience.
  • A minimum of 4 years of relevant experience.
  • Demonstrated proficiency in project management and operational improvement within a healthcare setting.
  • Strong communication skills, both oral and written, with the ability to interact effectively with diverse stakeholders.
  • Proficiency in Microsoft Office (Word & Excel) or similar software.

Preferred Qualifications

  • A Master's degree is preferred.
  • Experience in a physician practice setting is preferred.