Clinic Operations Supervisor (Supervisor, Clinic Support) at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Jul, 26

Salary

112091.2

Posted On

21 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Clinic operations, Staff supervision, Process improvement, Lean principles, Epic EMR, Patient flow management, Regulatory compliance, Customer service, Crisis management, Performance management, Budgeting, Medical terminology, Conflict resolution, Staff scheduling, Leadership, Mentoring

Industry

Higher Education

Description

Department Overview The Knight Cancer Institute (KCI) Clinics at the South Waterfront encompass a multidisciplinary clinical practice which includes 31 Epic Departments and 168 providers and resources. This position is responsible for hiring, training, developing, managing and evaluating Medical Assistant, Certified Nursing Assistant, and Clinical Support Assistant within the KCI Clinics at the South Waterfront. This position works collaboratively and supports coverage with the Call Center Manager and understands scheduling processes. This position supports the clinic by leading the creation and implementation of best practice policies and coordinating patient flow activities to ensure the smooth flow of clinical services and operations. This position is responsible for daily management of clinical flow, facilities, supplies/equipment, and room utilization across KCI Clinics at the South Waterfront. Responsibilities also include compliance to regulatory requirements, HR management, EMR optimization, Ambulatory initiatives (A3) and service excellence projects. This position must have an understanding and ability to perform MA functions as it relates to patient flow and the medical assistant’s role. This position reports to the Director of Knight Cancer Clinics and has a collegial relationship with the management teams and medical directors across the Knight Cancer Institute. Function/Duties of Position Provides high quality customer service to both external customers (patient, referring providers, and insurance carriers) and internal customers (OHSU health care providers and staff) which meets or exceeds the service standards of the health care industry and OHSU. These duties will include prompt and professional communication efforts in written and verbal forms, face-to-face customer contact skills, crisis management, knowledge of available informational tools and technology, standard complaint processing, flexible coverage of internal service needs, and the continuous application of process improvement methods and skills. The Knight Cancer Clinic Operations Supervisor will serve as a role model for other clinical and non-clinical employees in KCI. Process Improvement: The Knight Cancer Clinic Operations Supervisor will lead multi-disciplinary process improvement efforts to improve communication and activities of patient flow operations. Supervisor is an expert user of Lean (OPEx) principles and Epic. Supervisor will lead huddles and participate in weekly improvement rounds and participate in process improvement events. Supervisor will participate in ongoing initiatives and work collaboratively with Clinic and Infusion management to provide input on how to improve patient flow throughout Knight Cancer clinics and Infusion Centers. Supervisor will also lead or participate in the following: Patient flow for clinic, infusion, and BMT patients and participation in ongoing processes improvements Manage and facilitate daily Huddle Work collaboratively with Clinic and Infusion leadership to improve patient flow throughout KCI Clinics at the South Waterfront Human Resources: This position reports directly to the Director of Knight Cancer Clinics. Supervisor works collaboratively with the faculty and staff that work in the KCI. In consultation and collaboration with the Director of Knight Cancer Clinics, interviews and hires evaluating Medical Assistant, Certified Nursing Assistant, and Clinical Support Assistant, trains new employees, and arranges OHSU-sponsored training. Collaborates with Director of Knight Cancer Clinics and Infusion Nurse Manager to develop staffing plan for medical assistant clinic and infusion support. Conduct regular one-on-one meetings with each direct report and includes coaching, counseling, and professional employee development through discussions and mentoring. Monitors timely completion of training requirements, and demonstration of core competencies. Operations: This position supervises approx. 34 Medical Assistant, Certified Nursing Assistant, and Clinical Support Assistant staff and provides daily guidance in problem solving. Supervisor will be required to assign and approve business related work. Supervisor will be called upon to investigate operational problems within the practice environment. Supervisor will work conjointly with the Director of Knight Cancer Clinics to evaluate work performance and initiates performance appraisals for all employees under supervisor’s supervision. Works in concert with the Director of Knight Cancer Clinics to counsel employees, develop work plans, and participates in discipline, communicates performance expectations, and business policies and procedures. Assists employees with problem identification and resolution. Coordinates business personnel work schedules, and time-away schedules. Will arrange coverage for absent business personnel. Other duties include: Monitors/audits standard work for Medical Assistant, Certified Nursing Assistant, and Clinical Support Assistant staff and provides timely coaching and positive/constructive feedback on work performed Provides leadership in creating and implementing policies and procedures for clinic operations Create staff schedules and appropriately uses support staff. Monitors staffing levels for the practice based on patient acuity, staff competencies and patient volume Monitors staff daily patient load schedules Monitors for last min patient additions to clinic and infusion schedules and serves as an escalation liaison for staff and provider requests to add patients Maintains and updates Master Room Grid as well as look for opportunities to improve room unitization by communicating with providers when room is available Maintains physical environment and equipment for effective operations Anticipates and facilitates needs for repair, renovations, replacement, new purchases or modifications of work environment and equipment for the effective provision of services within the clinical space Ensures work practices meet health, fire, safety, and regulatory requirements and compliance with DNV and HIPAA standards, including attendance of Readiness Rounds Oversee compliance and oversight of Sentact Surveys for clinic areas Investigate and consult on clinic-related escalations from the Patient Safety Intelligence (PSI) system and Press Ganey Patient Surveys. Attends/leads quarterly Medical Assistant, Certified Nursing Assistant, and Clinical Support Assistant meetings, and participates on the MA Talent Pool Hiring Committee, as well as other meetings as assigned Assists Director of Knight Clinics in administrative duties as needed for clinical and/or operational flow Attends OHSU leadership meetings as assigned Service: Serves as the KCI Clinic Service Excellence Ambassador by modeling and encouraging patient centered care. Implements and supports service excellence missions and standards. Develops and maintains relationships with referring physicians, patients, clinic staff, faculty, and management staff to ensure positive patient and staff interactions. Demonstrates active listening skills and supportive, professional behavior at all times. Handles patient and staff, complaints and problems promptly and courteously. Monitors service excellence metrics and responds to satisfaction survey data. In collaboration with Director, develops corrective action plans when metrics are below standard. Quality: Collaboratively with Call Center Manager, investigates clinic scheduling errors, patient volume and flow, rescheduling, and providers’ template utilization. Recommends operational changes as needed, and facilitates policy/procedure changes as required. Investigates patient and provider complaints. Develops appropriate corrective action plans. Maintains accurate provider templates and listings of available clinical services. Financial: This position is responsible for understanding the Knight Cancer Clinic financial budget and goals, and reviewing staffing and OT accordingly. Participates in annual budget process as needed and provides budget recommendations. Ensures correct labor distribution for all supervised staff. Required Qualifications Associates degree or equivalent education and experience. Two years PASR or MA experience in a high volume medical practice clinical setting with direct contact with a culturally diverse patient population. One of the years of experience should include lead work experience or demonstrate the ability to lead teams. Experience in a health care, academic, or research environment. Knowledge and experience of customer relationship management concepts. Knowledge of the academic and/or healthcare environment. Demonstrated excellent written and verbal communication skills, excellent organizational skills and strong time management skills; demonstrated exemplary customer service orientation and ability to work as a team member. Must possess ability to work independently, to prioritize and manage own workload as well as ability to appropriately delegate to and coordinate workload of Medical Assistant staff Proven interpersonal problem-solving and conflict resolution skills; possess leadership skills demonstrated by positive and professional role-modeling and an encouraging motivational attitude. Flexible, calm and non-judgmental; professional demeanor, strong patient, peer and physician communication skills; Demonstrated skill in giving and receiving feedback; possess patience and ability to teach/train staff at various levels of the learning curve and with various learning style. Proficiency in OHSU computer applications. Working knowledge of medical terminology. Knowledge of managed care, commercial, Medicare, and Medicaid programs. Strong relationship building skills with patients, providers, staff, management, and outside collaborators. Exceptional customer service skills. If qualifying as an MA must have graduated from a nationally recognized accredited medical assistant training program and have an active MA license. Preferred Qualifications Bachelor’s in a health science field. American Association of Medical Assistants certification (CMA) Experience working with an electronic medical record system, preferably Epic A bilingual fluency in Spanish, Russian, Vietnamese, Mandarin/Cantonese, Arabic or American Sign Language (Candidate must pass a language proficiency examination provided by OHSU prior to utilizing additional language skills in patient care encounters) Formal customer service training, conflict management training, and/or communication training Knowledge of OHSU’s business policies and procedures. Demonstrated experience must include knowledge of OHSU systems, scheduling of appointments and obtaining authorizations, referrals and surgery scheduling; must have ability to meet deadlines and respond to urgent patient and system needs Additional Details Monday – Friday. Ability to adjust schedule based on department needs (early or late meetings, etc) Weekend work as needed, determined by KCI management. Must be able to traverse across campus to other locations on Marquam Hill and South Waterfront. Standing/sitting numerous hours a day; numerous hours of computer use; ability to assist with patient transportation. Why apply to OHSU? We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu

Responsibilities

The Clinic Operations Supervisor manages daily clinical operations, including staff supervision, patient flow, and facility maintenance at the Knight Cancer Institute. They lead process improvement initiatives, ensure regulatory compliance, and collaborate with leadership to optimize clinical services and resource utilization.