Manager Ambulatory Clinic Operations

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Coordinates, plans, leads, manages, and oversees all aspects of daily operations within ambulatory sites of service. Plans, organizes and directs business processes related to patient access (to include scheduling, registration, check-in, referrals and managed care) into multi-campus, multi-organization healthcare system including all ambulatory sites of services. Provides analysis, leadership and management for long-range planning and ensure efficient daily operations. Interprets government regulations and contracts to ensure all entities comply accordingly.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE & EXPERIENCE :

1. Bachelor’s degree in Business Administration, Health Care Administration, or other related field AND one year (1)of experience in a healthcare setting AND One year (1) year of supervisory/management experience; OR

High School diploma or equivalent AND Three years (3) of experience in a healthcare setting AND One year (1) of supervisory/ management experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.  Master’s Degree in Business Administration or related field

EXPERIENCE:

1. Three (3) years of experience in healthcare setting

2. Certification and proficiency status within Prelude and Physician Clinic Registration revenue cycle readiness.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an exhaustive list of all responsibilities and duties.  Other duties may be assigned.

1. Plans, implements, managers and evaluates the delivery of operational processes as it relates to patient care in accordance with the policy and procedures, philosophy and mission.

2. Ensures all ambulatory registration and centralized scheduling staff provide quality, effective service that is consistent with relevant policies, procedures and access and service standards.

3. Works closely with staff and peers to identify opportunities to improve patient processes.

4. Facilitates the development of organizational policies and procedures and ensures compliance.

5. Promotes customer satisfaction in a professional, constructive manner.

6. Collaborates with leadership, Ancillary Services & Ambulatory Clinics to ensure program goals are established and achieved.

7. Responsible for the management, organization and delegation of operational aspects within the ambulatory clinical sites to ensure effective, efficient delivery of services.

8. In conjunction with leadership and in accordance with mission and goals, determines the service needs in terms of patient and staff requirements. Assures that staff provides patient focused care. Resolves patient care issues as identified.

9. Reviews outcomes and evaluates operational systems to ensure ongoing improvement.

10. Creates a work environment that promotes continuous quality improvement, team building and ongoing personal development.

11. Collaborates with medical staff and other personnel in promoting and planning optimal patient services. Collaborates regularly with physicians and ancillary service providers to review practices, services and resolve issues. 

12. In conjunction with leadership, selects, hires, terminates, managers and evaluates the effectiveness of employees on a continuous basis. Promotes teamwork, contributing to positive employee morale. Performs performance reviews as assigned. Coaches and counsels to correct identified performance deficiencies. Establishes goals and provides follow-up within established Human Resources policies. Ensures compliance with policies and ensures staff meet the established access and service standards. Devises communication system to keep all personnel informed of operations.

13. Fosters a competent staff through the provision of orientation, in-services, continuing education programs and professional development.

14. With oversight of leadership, develops and monitors the ambulatory operations, call center, budgets for personnel, materials and services. Assures cost effective staffing patterns, reviews trends and variances to develop long range plans for budget needs.

15. Participates in committees, representing ambulatory sites of service as requested and completes additional projects as assigned.

16. Responsible for the oversight of per-certification, authorization and verification functions to ensure registration and billing compliance, in conjunction with all organization management and providers.

17. Tracks key performance measures/success factors (quality, financial outcomes, productivity, etc.) to maximize ambulatory suites of service contribution to WVUHS.

18. Acts as a liaison with both internal and external customers, agencies and service lines.

19. Assists leadership with implementing new processes and procedures for all ambulatory sites of service and call center areas or as assigned. Assists in clinical business development and program expansion.

20. Facilitates and implements key operational initiatives relating to quality, patient satisfaction and employee engagement. Actively assists with performance improvement processes.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Prolonged sitting, standing, walking. Ability to effectively communicate with others both orally and in writing. Hearing and vision within normal ranges.

2. May require driving to locations other than the main hospital campus.

3. Ability to operate basic office equipment.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Basic office environment.

SKILLS AND ABILITIES:

1. Knowledge of accounts receivable management, billing and collections, and the registration and managed care components that affect revenue cycle operations.

2. Financial, technical and professional skills.

3. Oral and written communication ability to effectively represent the ambulatory sites of service and hospital in interactions with third party payers, patients, physicians, and other departments.

4. Analytical and problem solving skills as well as the ability to work and communicate effectively with other departments.

5. Working knowledge of local, State and Federal regulations pertaining to Professional billing and collections. In addition, Provider Based Billing that affect Professional and Hospital billing.

6. Ability to perform a variety of duties, ranging from direct involvement in various projects to coordination and supervision of the activities of staff.

7. Knowledge of spread sheet, word processing and office software applications.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

PVH Potomac Valley Hospital

Cost Center:

499 PVH Physician Practice Admin

Address:

100 Pin Oak LaneKeyserWest Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.