OPERATIONS SUPERVISOR (304OS)

Affiliate Name: Brigham & Women's Hospital
Job Category: Professional/Managerial
Department: BWH THORACIC SURGERY
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
GENERAL SUMMARY:Optimize the efficiency of a complex and fast-paced ambulatory clinic by coordinating the allocation of resources and the activities of its professional staff and support team.DUTIES AND RESPONSIBILITIES:Clinical and Administrative Operations:1. Serve as facilitator of ambulatory operations in the Thoracic Surgery Clinic supporting 7 ' 8 attending physicians and 4 physician assistants. Coordinate the activities of the clinic support team, which consists of 5 Administrative staff. Work closely with MA, New Patient Coordinator, and Surgical Scheduling teams to resolve clinical, operational, and patient issues effectively.2. Track staff benefits time schedules and arrange office coverage as necessary. Maintain clinic schedules for faculty MD and physician assistant providers, including arranging for rescheduling of patient appointments as necessary. Oversee allocation of patient appointment slots to maximize efficiency and patient satisfaction.3. Coordinate staffing, patient flow, patient relations, exam room allocations and turnover, and scheduling of surgery, testing and follow-up appointments for optimal efficiency. Provides technical assistance to staff as necessary.4. Facilitate problem resolution among patients, faculty, and division support staff as necessary.5. Serve as clinic liaison and facilitate problem resolution with allied hospital departments, including the operating room, admitting, ambulatory registration, PATC, radiology, emergency room, infection control, environmental services, telecommunications, engineering, DFCI-TOP Clinic, Nutritional Services, International Office, Patient and Family Relations, and Interpreter Services.6. Coordinate medical and office supply inventory and maintenance for clinic. Submit monthly expenditure reports to the Administrator.7. Help to coordinate the quality assurance programs for the division and outpatient clinic, which includes compliance with all quality standards and guidelines for clinical and research operations. Assure that the division maintains compliance with JCAHO, HCFA, OSHA, and federal and state guidelines. Attend Brigham and Women's Practice Management and Clinic Compliance Work Group meetings.8. Responsible to monitor daily phone messages for Q/A to ensure that these messages have been recorded in LMR and paged as required.9. Other duties as assigned.Information Systems:1. Serve as one of the clinic 'SuperUsers' for IDX, PatientKeeper, Percipio, Centricity, and OR ESP systems. Participate in Project/Task force planning meetings for planning, implementation and/or new releases of Percipio, Centricity, IDX, LMR, eScription, BWH OR ESP and IDX Flowcast.2. Set up new users and disable expired and temporary accounts for BICS, Thoracic LAN, IDX, and LMR, PatientKeeper, Percipio, Centricity, OR ESP, BICS, VPN.3. Responsible for training of IDX, BICS, and LMR software for new employees as needed.4. Liaison between telecommunications and Partners Help Desk to problem solve IS/telecommunications-based problems in the clinic.5. Ensure all IDX appointment status updates are done in a timely fashion to account for all scheduled appointments: Arrived, No Showed, Canceled, Bumped, and Rescheduled. Assure feed from IDX schedule to LMR and Patient Keeper for office visit documentation and billing compliance.6. Perform daily monitoring of all data entry by front desk staff to ensure all information has been entered into IDX and LMR.Clinical and Medical Systems:1. Quality monitoring of office charts and pre-clinic chart preparation of on and off-site locations.2. Cross-trained to cover front desk position and transcription. Become familiar with other clinic administrative positions.3. Manage the submission of all record requests, review and sign affidavits; participate in depositions for requests via subpoena. Work closely with Hospital Risk Management and HIS for compliance to all Hospital Policy, Regulations and Massachusetts Law regarding the creation, maintenance and fulfillment of all Medical Record requests.Financial:1. Prepares payroll in Kronos. Flags issues to the Administrative Director as needed.2. Perform daily deposits for the division. Assist insurance referral coordinator as needed to insure that all payments are received and processed in a timely fashion. Participate in Medical Record audits as requested by Insurance Companies, PRN.
REQUIREMENTS
QUALIFICATIONS:1. Bachelor's degree required, preferrably in the health sciences, business, or public health.2. A minimum of three (3) years of direct office management experience in a healthcare environment is strongly preferred.3. Application-level software skills required, to include Windows 95, Microsoft Office, and BICS is preferred.4. Medical certification, such as a Medical Assistant, Nursing Technician, or EMT, is a plus.MINIMUM SKILLS AND KNOWLEDGE REQUIREMENTS:1. A thorough knowledge of:a) Staffing and secretarial systems
b) Patient access processes (i.e., admitting, pre-operative, registration)
c) Information systems
d) Medical assessment2. Requires the ability to work effectively with physicians, physician assistants, nursing, secretarial and ancillary staff.3. Strong communication and organizational skills.4. Ability to focus detailed, concentrated effort to multiple projects and re-establish priorities as necessary
5. Ability to effectively respond to time sensitive issues.6. Demonstrated ability to coordinate activity in a busy office environment within the context of a large medical center and health care delivery system.7. A high degree of social facility in obtaining cooperation and support from a broad range of people.8. Initiative and ability to work both independently and as a member of a functional team.