Director of Regional Site Operations - Convent Station, United States - Zufall Talent Team

Description

Under the general direction and leadership of the SVP of Site Operations (SVPSO), the Director of Regional Site Operations (RD) supervises the day-to-day administrative and operational functions of Zufall Health Center (ZHC) locations in the defined regional area.

Responsibilities include high-level coordination of all matters pertaining to clinical and operational management, revenue cycle, clinical support functions, patient customer service with an emphasis on trauma-informed care (TIC), patient encounters, front office operations, facilities, and management of support staff including front desk and clinical support staff.

The RD will be the administrative supervisor of the site managers (SM) and assistant site managers (ASM) regarding daily operational functions/duties, scheduling, and patient flow, and will ensure that all performance reviews and staff management issues are addressed in a timely fashion.

The RD will monitor the dashboards to ensure that providers are meeting their patient load requirements and that the billable visits equal the monthly operating costs per site.

The RD position requires the utmost decorum

and compliance with the code of conduct, ZHC policies and standards, and ethical matters.

Compliance, policy, and code of conduct will be part of the RD regular performance evaluations as well as developing an ongoing leadership training program and standards for leadership mentorship.

ZHC will train an elite group of future-thinking leaders in a leadership development mindset building up the organization and operational functions.

Functional Duties/Day-to-Day Operations
Staff Management
Provide direct supervision to site managers and assistant site managers of all sites within the assigned region including coaching on management tasks, addressing staffing issues, and accountability to achieve site goals

Hire:
coordinate training of new site leadership positions to fill vacancies
Provide direct coverage for site managers who are out on leave or when there are vacancies
Conduct annual employee reviews and initiate disciplinary action on an as-needed basis for direct reports (SM/ASM) and coach SM/ASM in the disciplinary process, as needed
Oversight of teaching SM/ASM to deal with difficult patients and employee concerns
Initiate and guide site leaders in the development of relationships and partnerships with outside agencies/patient resources
Encouraging positive teamwork environment
Support managers in developing rapport with and supporting providers
Support managers in SBAR leadership tools, developing skills to think out of the box
Consistently adheres to all departmental policies and procedures
Conducts all aspects of the job in a professional and ethical manner
Works independently with little or no supervision but uses available resources for problem resolution as indicated by circumstances or need
Completes assignments in a timely and efficient manner
Maintains elevated level of confidentiality
Works collaboratively with team members to assure the optimal outcomes of care and service
Utilizes departmental resources prudently and appropriately
Uses communication methods which create and foster a positive image of the department, upholding the values of the Zufall Health Center
Communicates appropriately both verbally and in writing; uses appropriate mechanisms for identifying and resolving work related issues
Trains new site supervisors, in conjunction with current SM/ASM staff
Guide site managers in development of relationships with outside agencies/patient resources
Acts as the facility administrator who plans for, and oversees the managerial, operational, fiscal, and reporting components of the facility
Participates in the quality assurance committee
Ensures that all personnel are assigned duties based on their education, training, competencies, and job descriptions
Ensures the provision of facility orientation and education to the staff appointed to the specific facility
Establishes and maintains liaison relationships and communication with facility staff and services, with support services and community resources, and with patients
Keeps manager or supervisor always informed of work-related issues
Performs additional duties as determined by supervisor
Develop and maintain a customer-service focus of the health center
Establish and maintain policies and procedures regarding the schedule of services, sites, and staff
Support PCMH service standards
Maintain HIPAA-compliant procedures within the practice
Respond to patient complaints as appropriate
Oversee and ensure accountability for bi-annual patient satisfaction surveys, analyze, and distribute results
Monitor performance of regional sites to identify and resolve problem areas, highlight, and reward areas of achievement, seek, and implement innovations to improve efficiency, patient satisfaction, and staff satisfaction
Support revenue and utilization goals
Ensure sufficient hours to meet patient needs
Conduct bi-annual patient satisfaction surveys, analyze, and distribute results in coordination with the operations administrative assistant
Administrative/Management
Plan, direct, supervise, and coordinate all administrative staff work activities
Monitor spending against operational expense budgets and ensure prudent use of resources with the SM/ASM positions
Support site managers in ensuring facilities' needs are addressed
Oversee purchasing of all non-clinical supplies, equipment, and furnishings
Assist with the establishment and staffing of new sites
Plan for emergencies including emergency closings due to weather or other events. Be the primary communicator to staff regarding contingency plans for emergencies or closings
Timesheets and payroll
Budget Management.
Ensure SM/ASM oversee front desk, MA, DA, and staff duties.

Daily and weekly check-ins with SM/ASM re:

Training
Monitor Teams messages as needed
Coordination with the contact center/other sites for provider coverage as needed
Outside organizational calls/questions
Overview of schedules for practice providers and highlight opportunities in a timely manner
Staff Management
Site facility maintenance and management

Knowledge, Skills, and Abilities
Knowledge of computer software programs such as Microsoft Word, Excel, PowerPoint, and electronic medical records
Ability to work with very little supervision
Ability to adapt quickly to unanticipated changes in workflow or work process, frequent changes in insurance rules, and/or coverage changes
Independent out-of-the-box thinker
Ability to maintain a professional, calm working environment despite the busy always fluid changing environment
Strong general computing skills, including internet, Excel, Word, and practice management software experience; EHR experience is a plus, specifically eClinicalWorks
Ability to understand, carry out, and remember verbal and written instructions
Bilingual (English and Spanish) preferred
Strong, self-directed written and oral communications skills
Knowledge of federal programs and community health centers
Learn and apply the trauma-informed care principles within the scope of the

position
Education, Training, and Experience
Minimum of five years health care administration, high-paced practice environment
Minimum of five years supervisory/management experience, particularly in leading teams
BS or BA degree required. Master's degree in management, public health, or related field ideal
Strong, self-directed written and oral communications skills
Knowledge of federal programs and community health centers preferred
Clinical background strongly preferred
As a condition of employment, we require that all staff are fully vaccinated against flu.

Therefore, if hired during flu season (typically between September-May), all new employees need to be fully vaccinated against flu and are required to provide documentation of receiving flu vaccines upon hire.

Zufall Health an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, medical conditions related to pregnancy or childbirth, protected veteran status, or any other characteristic protected by law.

Thank you for taking the time to apply
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