Assoc Dir, Prac Ops

Associate Director, Practice Operations

Position: Associate Director, Practice Operations
Status: Full-Time | Monday

Friday | 8:00 AM

5:00 PM
Department: Administration
Location: This position will oversee clinics in Brandon, Tampa, Wesley Chapel and Zephyrhills.
Job Summary: Responsible for the operations of multiple departments at numerous clinical office locations throughout Hillsborough and Pasco counties. Oversees the operations by ensuring quality of care, patient-first focus and adequate patient access in daily operations in an outpatient setting through fiscal responsibility, resource allocation, labor management, continual process improvement, quality assurance and collaboration with physicians, Director of Practice Operations and Senior Director, Practice Operations as well as other departments in support of the mission and goals of Florida Medical Clinic Orlando Health.
Qualifications
Essential Functions

Operations Management:
Has direct accountability for creation and performance of an annual budget up to $35 million, manages 3 - 15 office locations, and is responsible for a staff of up to 100 full-time equivalents (FTEs)
In partnership with physician and administrative leadership, responsible for developing short and long-term strategic goals centered on patient care, process efficiency, quality assurance and regulatory compliance
Works collaboratively with other leadership on inter/intra departmental services and projects
Meets established productivity targets through resource adjustment and workload monitoring
Oversees patient care flow while redirecting and allocating necessary resources
Determines necessary space, equipment, supplies and support systems to ensure effectiveness of departments and clinical office sites
Investigate patient/visitor concerns and implement appropriate courses of action including interpretation and administration of policies
Ensures that safety, health and regulatory standards are attained within departments
Implements new work routines or changes to improve efficiency, effectiveness, and quality
Addresses software, hardware, and phone issues
Encourages the use of new IT solutions included, but not limited to, Dragon, AI Freed, and other viable IT solutions to manage the processes more efficiently and cost effective
Actively participates in performance improvement initiatives as directed by administration and/or physician leadership
Executes in changing and uncertain environments
Leadership/Communications:
Provides support to team members assigned for the full accomplishment of their assigned duties and responsibilities.
Develops an effective team through Motivating staff through building on strengths of the individual and his/her desire to excel.
Encourages innovation by creating an environment where idea generation and creativity are valued.
Ensures staff and resources are available to meet needs of the departments.
Communicates pertinent information in a timely manner to administration and/or team members.
Attends and prepares agendas accordingly with regularly meetings including, but not limited to, scheduled staff meetings, biweekly operations meetings, Service Line Division meetings, sub-committees, and value-based performance meetings for all departments.
Provides flow of information between providers, management, and staff
Handles and resolves escalated patient complaints
Handles correspondence with hospitals, nursing homes, surgery centers, and answering services
Labor Management:
Completes annual self-evaluations on their supervisors and managers, and assists supervisors in the completion of their staff members
Coaches, directs and counsels supervisors and staff
Reviews and investigates information related to issues or concerns prior to employee reprimand or staffing changes in collaboration with Human Resource Team
Payroll - maintains and monitors of supervisors and staff
Coordinates staffing needs and schedules for all assigned departments to include PTO requests or staffing shortages
Interviews candidates for open positions and extends offers as approved by Administration including supervisory openings
Completes new hire and termination process
Finance:
Monitors budgetary performance within scope and addresses negative variances.
Collaborates with Directors to develop, implement and monitor practice budgets including analyzing financial reports.
Monitors provider(s) monthly receipts and/or wRVU reports to align with financial goals of individual physicians and overall departments
Approves invoices for payment and manages direct expenses for assigned departments
Manages facilities:
Addresses facility issues and creates work tickets for Maintenance
Ensures assigned offices are clean and well maintained
Ensures assigned offices are safe by identifying and eliminating safety hazards
Reports incidents, accidents, or injuries to administration by completion and submission of proper form(s)
Assists providers and practice sites:
Sets up new provider offices, new locations and oversees mergers of practices
Provides on-site support for "go lives" on EHR and continuing support
Schedules new providers with marketing for photos, and snapshot information to be obtained
Arranges time and place for division meetings with Administration
Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards.
Maintains compliance with all Orlando Health policies and procedures.
Performs all other duties as assigned.
Other Related Functions:
Represents the organization to the external market through appropriate community relations and marketing activities.
Leads and supports key committees to achieve service line initiatives or represent the service line in overall operations.
Participates in the planning and design of information systems and standard reports related to service line.
Recommends the development of and oversees the implementation of administrative policies and operating procedures.
Ensures adherence to local, state, and federal governmental regulations.
Completes all organizational mandatory education.
Education/Training:
Bachelor degree in a healthcare, business or related field; or Four (4) years of directly related work experience may substitute for the bachelor degree (in addition to the requirements listed in the experience section).
Experience:
Two (2) years of health care experience, to include one year in a lead or supervisory role; or Master's Degree in a healthcare business or related field and successful completion of the FMCOH Residency Program.
Effective working knowledge of healthcare financial management, operations and strategy.