BVMP Clinical Office Manager (FT Salaried)

PURPOSE OF THIS POSITION

The Clinical Office Manager is responsible for maintaining daily operations of assigned departments.  The focus of this role is to develop, organize, implement, and manage the day-to-day activities of office services in accordance with federal, state, and local guidelines as well as BVHS’s established policies and procedures. The focus is also to provide an excellent health care experience to our patients by providing support and daily direction to the staff, meeting the needs of the providers and continually monitoring the patient flow process.  This leader will continue to assess and evaluate patient care, staff and provider development.   They will act as a clinical resource person and maintain active communication among the providers and staff.   This leader will maintain a line of positive communication, promote teamwork, and support the management team by promoting professional collaboration at all levels.  Position reports to the Director of the assigned facilities.

JOB DUTIES/RESPONSIBILITIES

Duty 1:  Manages daily clinic operations to ensure patient and provider needs are met through effective staff assignments and workflow coordination. Provides backup clinical support as needed. Monitors clinic environment and supply inventory to support high-quality patient care and operational readiness. Serves as a resource person in day-to-day activities, compiles payroll, and completes annual reviews with staff.

Duty 2:  Oversees patient registration processes, ensuring accuracy, completeness, and compliance with regulatory standards. Oversees new patient referral triage as required for complex referral scheduling. Ensures timely and accurate maintenance of patient records, including integration of labs, imaging, and clinical documentation.

Duty 3:  Maintains proficiency in clinical systems (e.g., Cerner), software, and phone systems; trains and supports staff in their use. Leads Cerner-related training and serves as a super user/resource for clinical support staff.

Duty 4:  Fosters a service-oriented culture in all interactions with patients, families, staff, and providers. Promotes a service-oriented philosophy in all interactions with patients/families, associates/staff, medical professionals, and visitors/general public.

Duty 5:  Serves as a liaison between providers and clinical/clerical staff to support communication, scheduling, and operational efficiency. Collaborates with physicians regarding patient condition, orders, treatment plan, and anticipated needs to ensure exceptional patient care.

Duty 6:  Monitors and reports on procedural and OR utilization to service line leadership. Initiates improvement projects as needed related to resource utilization.

Duty 7:  Promotes continuous improvement by analyzing service indicators and implementing best practices to enhance patient experience and operational outcomes with a goal of upper quartile performance in the Press Ganey Survey for area of direct responsibility. Develops, directs, and participates in unit-based process improvement.

Duty 8:  Leads recruitment, onboarding, and training of clinic staff in collaboration with HR. Manages performance through evaluations, coaching, and recognition. Addresses substandard performance through coaching/counseling and initiate discipline if no improvement. Investigates rule violations and initiate discipline when appropriate. Reviews all suspensions or terminations with Director and Human Resources when appropriate.

Duty 9:  Encourages communication and respond to associates' problems, complaints, and suggestions in a responsive, professional manner. Reviews with Vice President and/or Human Resources when appropriate. Resolves staff conflicts in a timely and professional manner utilizing sound counseling techniques. Delegates appropriate authority, responsibility, and accountability to responsible department associates. Functions as an effective leader, role model, and problem solver for staff and promote an environment in which the patient care team can work cooperatively toward objectives.

Duty 10:  Supports development and implementation of provider schedules, including time-off tracking and on-call coverage coordination. Shares help with other units when requested by director or nursing supervisor, and utilize extra staffing appropriately.

Duty 11:  Assists in budget planning and monitors clinic performance metrics to support strategic and financial goals. Assists in developing and monitoring department budget and control costs, including overtime.

Duty 12:  Assists in review and updates of departmental policies to maintain compliance with regulatory standards. Keeps abreast of federal, state, and local rules and regulations and general economic conditions and modifies the department's operations appropriately. Continually strives to maintain departmental compliance with CMS standards.

Duty 13:  Collaborates with leadership on strategic growth initiatives, including evaluation of new services and expansion opportunities. Responsible for maintaining the growth and strategic development of services, practice sites, and the development of staff.

Duty 14:  Reports incidents, concerns, and operational updates to the director and participates in clinic-level decision-making. Regularly attends meetings and serves on committees as required by current standards and as may be appointed. Completes all necessary reports in an accurate and timely manner.

REQUIRED QUALIFICATIONS

• Licensed Registered Nurse eligible to practice in the State of Ohio
• A valid driver's license is required (if you do not have a valid Ohio driver's license you must obtain one within 30 days of your residency in the state). You must also meet BVHS's company fleet policy and insurance company requirements, and any other requirements that may be required to operate a vehicle.
• Positive service-oriented interpersonal and communication skills required.
• Individual must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patient served on his/her assigned unit/department. The individual must demonstrate knowledge of the principles of growth and development over the life span and possess the ability to assess data reflective of the patient status. Must be able to interpret the appropriate information needed to identify each patient’s requirements relative to their age-specific needs and to provide the care needed as described in the area’s policies and procedures.

PREFERRED QUALIFICATIONS

• BS/BSN
• Supervisory experience
• Cardiology experience

PHYSICAL DEMANDS

This position requires a full range of body motion with intermittent activities in sitting, walking, lifting, bending, squatting, climbing, kneeling, twisting and standing. The associate will be required to walk for up to one hour a day, sit continuously for six hours a day and stand for one hour a day. The associate must be able to lift 20-50 pounds or more and reach work above the shoulders. The individual must have excellent eye/hand coordination and fine finger dexterity for simple grasping tasks. The individual must have excellent verbal communication skills to perform daily tasks. The associate must have corrected vision and hearing in the normal range. The individual must be able to operate a motor vehicle for business travel and community involvement.

***This position is classified at risk for possible occupational exposure to bloodborne pathogens (HBV, HIV, etc.)