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Practice Manager- East Surgical Services

Department: Health Services
Location: Columbus, OH

The Practice Manager, Surgical Services handles the daily oversight and administrative functions and support necessary to successfully operate the surgery center in compliance with all applicable state and federal regulations, agency protocols, policies and procedures, as well as accreditation standards.  This position must administratively supervise both clinical and non-clinical personnel, as well as handles systems and facilities with the purpose of achieving agency programmatic and fiscal goals specific to PPGOH’s surgical centers.  Maintain in these activities a customer service orientation.  Requires an understanding of and commitment to high quality healthcare and excellence in customer service providing care no matter what; practice these values in relations with internal and external customers. All activities are carried out in communication with and under the direction of the COO. 

                                                                                                                                        

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

 

  • Establish, promote and support a unified agency management system with a commitment to the philosophy that fulfilling the agency’s mission and financial viability is the ultimate goal toward which all activities are directed.  Achieve this goal through direct supervision and leadership of the surgical center staff at assigned center(s).
  • Assume responsibility for efficient operations of surgical center, including clinic flow, patient scheduling, and achievement of goals.
  • Accept individual and joint responsibility for, and lead the surgery center’s efforts to achieve:
    • Annual surgical visit goals
    • Attainment of surgery center fiscal goals in revenue and expense
    • 100% accuracy in the execution and recording of financial transactions
    • Daily center productivity goals
    • Achieve agency goals in terms of numbers of clients served and net financial contribution from operations.
    • Meet internal, PPFA and governmental standards for quality assurance and risk management.
    • Cultivate in staff an understanding and support of agency goals and the primary desire to participate in the achievement of these goals.
  • Lead the surgery center’s efforts to comply with all organizational quality assurance guidelines and hold staff accountable as necessary.
  • Maintain a detailed understanding of and ensure compliance with all federal, state and local regulations pertaining to the operations of the surgery center including, OSHA,CLIA ,HIPAA, ASF requirements and all ODH reporting requirements.
  • Through effective human resource management, hire, retain and develop staff who contributes in their position and also in terms of larger organizational goals.  Demonstrate commitment to enhancement of staff skills, capabilities, job knowledge, leadership development, and where possible, opportunity for advancement.  Administratively supervise and evaluate assigned direct reports.
  • Hire, train, supervise and evaluate staff that understand, commit to and practice a customer-oriented approach to health care delivery.  Regularly apprise staff of agency developments and cultivate staff participation in problem identification and resolution. 
  • Conducts team huddles and facilitates staff meetings at least twice per month.
  • Construct, communicate, and archive weekly staff schedule for all employees while paying attention to individual staff members’ strengths in specific areas.  Process all staff PTO requests, insuring that there is always adequate coverage in all areas of the Health Center.  Monitor overtime and report variances and exceptions to normal staffing based on budgeted staffing.  Reconcile and authorize all center timesheets.
  • Direct the Site Supervisor to oversee different areas of the surgery center with respect to flow and client care.
  • Work collaboratively with the Director of Nursing to ensure nursing team is scheduled appropriately and functioning optimally.
  • Evaluate monthly surgery center statistics and report out to the ASF Committee.  Analyze trends and make adjustments to surgery center operations and finances accordingly.
  • Assure that performance evaluations accurately reflect the abilities and shortcomings of employees.  Complete evaluations in a timely manner.  Institute and monitor all disciplinary action after consultation with Human Resources, COO and/or Chief Operating Officer (COO).
  • Serves as liaison with community organizations, service organizations and other public and private agencies in their respective communities and participate in administrative meeting s and community meeting as assigned.
  • Assist with the development and management of the operating and capital budgets within the center.  Develop, manage and meet operating objectives that support overall agency and customer service objectives.
  • Ensure timely delivery of data to administrative offices and undertake analysis of data to achieve and surpass annual operating, customer service and financial goals.
  • Participate with other Practice Managers in the identification of new systems or system improvements as well as the problem identification and resolution, which enhances the operations of the medical program.  Assist in the development of management information from available data.
  • In order to maintain quality patient services and meet appropriate quality standards, ensure that health center audits achieve compliance rate based on recognized or affiliate benchmarks.  If compliance rates falls short, develop and implement corrective action plans immediately in consultation with the Surgical Lead Physician(s) and/or Medical Director, COO, and the Director of Compliance, Risk and Quality Management.
  • In conjunction with the Surgical Lead Physician(s) implement and monitor new or revised administrative policies and/or medical protocols assigned by the COO and/or Medical Director.
  • Manage inventories and ensure that the center has supplies and equipment necessary to carry on its services effectively.
  • Manage and provide for the pro-active maintenance of professional-appearing, clean and fully functional surgical center facilities.  Participate in planning, remodeling or renovation as requested.
  • Ensure routine surgery center security and safety.  Ensure completion of security training and safety drills in cooperation with the Training Department and the Director of Compliance, Risk and Quality Management.
  • Oversee and execute financial and risk management activities including depositing and reporting of receipts and maintenance of internal controls and appropriate safety measures.
  • File all incident reports through AIMS within 24 hours of the incident.
  • Have the ability to perform surgical center services as needed, excluding those for which the Practice Manager is not licensed.
  • Independently identify, elevate, and satisfactorily resolve problems and/or identify and propose responses to developing trends.  Work with the COO in the development of new services.  Implement, monitor and evaluate new programs and services as necessary.
  • Effectively coordinate and work collaboratively with all other PPGOH departments.
  • Through direct supervision, enable center Site Supervisor to independently:
    • Identify and meet customer needs within fiscal parameters;
    • Provide consistent, empowering, and motivating personnel supervision;
    • Observe, describe and resolve emerging problems;
    • Observe, describe and successfully develop opportunities to improve operations and fiscal performance;
    • Observe, describe and propose new programs as well as program improvements.
  • Take personal responsibility to remain informed about family planning methods, reproductive health care issues and technology, services offered by PPGOH and PPGOH protocols, policies and procedures to give regular feedback to the supervisor regarding training and continuing education needs.
  • Support other agency activities as they arise.

 

SUPERVISORY RESPONSIBILITIES

Job includes full supervisory responsibilities, such as providing daily work direction, approval of absences or overtime, recommendations and approval regarding hiring, terminations, pay changes or job changes.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE

LEVEL THREE: B.S./B.A. plus 3 years supervisory or practice management experience. Additional experience will be considered in lieu of a degree. Customer service experience required. Work experience with demonstrated skills in both personnel and systems supervision.  Experience demonstrating good communication skills, trustworthy nonjudgmental manner, and ability to work with individuals of a diverse socioeconomic background.

 

LANGUAGE SKILLS

LEVEL TWO:  Strong spoken and written communication skills.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.  Interactions involve information exchange, presentation skills, decision making, problem solving, feedback, negotiations and training.  Contacts frequently contain confidential and/or sensitive information necessitating discretion at all times.  Requires strong leadership, supervisory and organizational skills and the ability to foster teamwork both in the center and work as part of the PPGOH center management team.

 

MATHEMATICAL SKILLS

LEVEL TWO:  Ability to work with mathematical concepts such as probability and statistical inference.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

REASONING ABILITY

LEVEL THREE: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions and deal with several abstract and concrete variables.  Ability to take decisive action. Work frequently requires problem analysis, ability to prioritize and reprioritize on an ongoing basis, has and uses decision making skills, independent judgment and/or action, creativity, mentoring and negotiation.

 

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver’s License

 

PHYSICAL DEMANDS

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 essential functions.

While performing the duties of this job, the employee is required to continuously talk and hear, frequently sit, stand, walk, reach, grasp, handle small objects, use repetitive motions of the hands and wrists.  Work requires occasional bending.  Rarely requires repetitive motion of the feet.  Must be able to lift and/or move up to 25 lbs., operates a computer including keyboard, multi-key telephone. Must be able to maintain a flexible schedule and during peak activity periods work in excess of 7.5 hours per day and/or 37.5 hours per week.

 

WORK 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.

Job involves weekend, evening and at times holiday hours, early morning meetings, frequent interruptions, extensive computer work and contact with hazardous materials.  Work is performed in a medical office environment.

 

This is not necessarily an exhaustive list of all responsibilities, skill, duties, requirements, efforts or working conditions associated with this job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.

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