Medical Operations Manager

Description

POSITION: MEDICAL OPERATIONS MANAGER (RN) 

RESPONSIBLE TO: Medical Director

SALARY: Step Range: 41 ($98,722) - 61 ($178,303); Full Benefits

CLASSIFICATION: Professional/Management, Regular, Full-Time

LOCATION: Klamath Tribal Health & Family Services

Wellness Center, Klamath Falls, Oregon

BACKGROUND: P.L. 101-630 Level

POSITION OBJECTIVES

The Medical Operations Manager RN will be working in coordination with the Chief Medical Officer, Medical Director, Clinical Manager RN and Patient Registration manager. The Medical Operations Manager is responsible for directing the day-to-day performance and operation of Klamath Tribal Health & Family Service (KTHFS) Medical Clinic and is responsible for directly supervising Patient Registration Manager, Referrals, and Operations Staff within the clinic. The Medical Operations Manager is responsible for managing medical clinic schedules and workflow, supplies, staffing needs, quality improvement processes, and operational oversight of SOPs. The Medical Operations Manager would be the point person for ensuring appropriate credentialing of clinical medical staff, residents, and students as well as helping streamline and build schedules for trainees in collaboration with the medical administrative assistant and Clinical Manager RN. The Medical Operations Manager will also help coordinate the work of the medical referrals department in conjunction with the Medical Director and will write and interpret company policy, procedures, and Department standard operating procedures with the Medical Director and Clinical Manager RN with plan for staff implementation where needed. The Medical Operations Manager is responsible for monitoring and ensuring equipment and supplies are available and in good working order. This position is responsible for helping draft and achieve annual work plan goals/objectives in the strategic plan. Ensures the medical clinic projects are implemented.  

MAJOR DUTIES AND RESPONSIBILITIES

• Creates, develops, and nurtures culturally appropriate interactions and connections with co-workers, customer-owners, and the community.Strong understanding of clinic operations, workflows, and resources to support high-quality patient care as well as the needs of employees, trainees, and providers.
• Oversees training of clinic personnel in collaboration with Director and Clinical Manager; Including policies, processes and standards set for the department.
• Monitors department operational performance and proactively develop strategies to improve outliners in collaboration with Director and other leadership.
• Manages quality improvement, quality assurance and change management processes. Ensures buy-in from the employees on changes within the clinic following the operating work plan and/or strategic plan. 
• Maintains quality, safety, and infection control standards within the clinic in partnership with the Infection Control Nurse, including monitoring required employee immunizations, TB testing, and departmental certifications such as CPR and ACLS in coordination with appropriate staff.
• Ensures compliance with all applicable laws, policies, procedures, regulatory requirements, and best practice guidelines regarding privacy of healthcare information, corporate compliance, and healthcare compliance
• Directs the day-to-day performance and operations of assigned staff and teams, including clinic scheduling, workflow coordination, staff communication, and monitoring of quality of care across multiple clinic sites. Establishes operational procedures and standards, oversees clinic equipment, supplies, inventory, and quality control processes, and ensures timely and efficient completion of assigned work.
• Assists with oversight, planning, and compliance related to regulatory requirements, data reporting, and policy development at the clinic and health system levels. Collaborates with the Director, Clinical Manager, and other leadership to develop, implement, and monitor policies, procedures, clinical workflows, and performance measures consistent with accreditation standards and regulatory requirements. Monitors staff productivity, clinical practices, and reporting requirements, including federal, state, IHS, and grant reporting, in coordination with Quality, Risk Management, and other appropriate departments. 
• Directs human resource functions within assigned departments, including recruitment, retention, employee development, performance evaluations, coaching, progressive discipline, and separation of employment in coordination with Human Resources and Tribal personnel policies. Supports employee engagement and satisfaction initiatives and coordinates medical staff, student, and trainee credentialing requirements with the appropriate departments.
• Seeks out additional learning opportunities to continue to develop the technical and professional skills required at present and in the future.
• Takes responsibility for all work activities and personal actions by managing time and ensuring operational functionality and flow for the medical clinic.
• When called upon, may care for and treat patients as directed by clinical providers; prepare patient for & assist with examinations. Under the providers’ direction, duties include but are not limited to: performing EKG testing, ordering and/or running laboratory tests, administering injections & medication, dressing wounds & incisions, performing phlebotomy & obtaining IV access and/or other related nursing tasks.
• Like all employees of the Klamath Tribes, the incumbent will be called upon to accomplish other tasks that may not be directly related to this position, but are integral to the Klamath Tribes’ broader functions, including but not limited to, assisting during Tribal sponsored cultural, traditional, or community events that enable the successful operation of programs and practices of The Klamath Tribes as aligned with The Klamath Tribes’ Mission Statement. Some of these tasks may be scheduled outside of regular work hours, if necessary.

SUPERVISORY CONTROLS

Work is performed under the general direction of the Medical Director. The Medical Operations Manager performs duties following established medical and Tribal policy. Unusual, new, or complex assignments that require deviation from past experience or precedents are discussed with supervisor.

This position requires consistent, sound judgment and the ability to work independently with minimal supervision. The incumbent exercises judgment based on training, protocol and licensing limitations. Employee exercises initiative in researching answers and solving problems based upon previous training, experience and instructions. 

KNOWLEDGE, SKILLS, ABILITIES

Knowledge of or ability to learn Klamath Tribal Health & Family Services’ mission, organizational structure, function of each department, and the requirements of health care delivery systems in order to develop and implement clinic goals, plans and policies; requires working knowledge of all current programs and activities as well as an understanding of related policies and regulations.

Knowledge of administrative management policies and procedures in order to coordinate work activities and provide a variety of services.

Knowledge of health program operating systems and regulations governing medical office procedures sufficient to assist staff members in responding to questions and expediting work flow.

Knowledge and skills sufficient to perform required tasks and follow specific procedures in accordance with established policy, practice and priorities of Klamath Tribal Health & Family Services. This includes the ability to plan and organize work using one’s own initiative, make independent decisions based on experience, and to seek additional information and assistance from other sources as necessary.

Technical knowledge and understanding of medical terminology and anatomy encountered in daily work activities in a medical clinic.

Knowledge of insurance, registration, and medical records standards.

Effective customer service skills. Ability to train the workforce on customer service and professional work ethic.

Effective oral and written communication and public relationship skills; must be able to meet with a variety of individuals in a professional manner, using tact, diplomacy and mature judgment.

Knowledge of theory-based nursing practice model, evidenced based practices and patient centered medical home model using integrated care teams.

Knowledge of sanitation, nutrition, epidemiology and communicable disease control.

Knowledge of health care provider operating techniques.

Ability to identify medical priorities for patient care and telephone triage.

Must have ability to complete required documentation and required written follow-up.

Working Conditions:

This position operates in a fast-paced healthcare environment and requires the ability to manage multiple priorities and respond to changing operational needs, including potentially stressful situations. Duties may require prolonged periods of sitting, frequent use of a computer, and lifting up to 10 pounds regularly and 25 pounds occasionally. The position may require travel between facilities or other locations and occasional work during evenings, weekends, or holidays, including short-notice assignments when operational needs arise.

QUALIFICATIONS, EXPERIENCE, EDUCATION

Minimum Qualifications: Failure to comply with minimum position requirements may result in termination of employment.

• REQUIRED to possess a current State License as a Registered Nurse. (Must submit copy of Licensure with application.)

• REQUIRED to have Three (3) years experience as an RN working in an ambulatory, inpatient, outpatient, or other relevant clinic setting, 

• REQUIRED to possess Three (3) years of supervisory experience or in managing a medical clinic, primary care or other health care projects such as COVID-19 projects.

• REQUIRED to acquire and maintain ACLS certification within 180 days of hire; strongly recommend certification within 90 days of hire, probationary period will be extended for a maximum of 180 days pending certification.

• REQUIRED to submit to annual TB skin testing and adhere to KTHFS staff immunization policy in accordance with the Centers for Disease Control immunization recommendations for healthcare workers.  

• REQUIRED to submit to a background and character investigation, as per Tribal policy. Following hire must immediately report to Human Resource any citation, arrest, conviction for a misdemeanor or felony crime.

• REQUIRED to accept the responsibility of a Mandatory Reporter in accordance with the Klamath Tribes Juvenile Ordinance Title 2, Chapter 15.64 and General Council Resolution #2005 003, all Tribal staff are considered mandatory reporters.

• REQUIRED to possess and maintain a valid Oregon Driver’s License, (out of state applicants must receive ODL within 90 days of hire), have good driving record and be insurable by the Klamath Tribal Health & Family Services’ vehicle insurance policy. (Must submit copy of driver license with application.) 

Preferred Qualifications:

Flexible work schedule with possible nights, weekends, or on-call coverage is strongly preferred.

• Master’s Degree in health related field.
• Experience with Prior-authorizations and referral processes
• Experience working with trainees of any/all medical types
• Positive working experience with Native Americans in a related field will be given preference.

Indian Preference:

Indian and Tribal Preference will apply, as per policy. (Must submit tribal documentation with application to qualify for Indian Preference).

ACKNOWLEDGEMENT  

This position description is intended to provide an overview of the requirements of the position. It is not necessarily inclusive and the job may require other essential and/or non-essential functions, tasks, duties, or responsibilities not listed herein. Management reserves the sole right to add, modify, or exclude any essential or non-essential requirement at any time with or without notice. Nothing in this job description, or by the completion of any requirement of the job by the employee, is intended to create a contract of employment of any type.

APPLICATION PROCEDURE

Submit a Klamath Tribal Health & Family Services Application for Employment with all requirements and supporting documentation to:

• Klamath Tribal Health & Family Services
• ATTN: Human Resource
• 3949 South 6th Street
• Klamath Falls, OR 97603
• [email protected]