Operations Manager Ob/Gyn
Company: Physicians East
Location: Greenville
Posted on: October 10, 2024
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Job Description:
Job Title: Operations Manager Ob/GynFLSA Status: ExemptWe are
looking for an exceptional Operations Manager to join our
practice!Physicians East, PA is a multi-specialty, multi-campus
group based out of Greenville, NC offering a wide range of
specialties. In addition to primary care the practice offers
pulmonary and critical care medicine, rheumatology, dermatology,
oncology, endocrinology, cardiology, obstetrics and gynecology,
gastroenterology, surgery, urology, and urgent care. Our 102
providers and over 600 employees provide services for thousands of
patients in a 29-county region. Our specialists are on staff at ECU
Health, a 900+ bed, level one trauma center and the primary
teaching hospital for the East Carolina University Brody School of
Medicine (ECU-BSOM).Located in the coastal plain area, only one
hour from the Atlantic Ocean, Greenville is the vital center of
business, industry, culture, education, and health care for eastern
North Carolina. Its incomparable quality of life, the hospitality
of its people, its modern outlook and interstate accessibility has
contributed to the city's rapid growth. It has become a premier
location to raise a family and enjoy a high quality of life. The
mild climate and access to rivers and the ocean allows its
residents to enjoy water sports, golf, tennis, and other sports,
outside year-round.Some of the benefits you will enjoy at
Physicians East!Comprehensive Medical and Prescription Drug
PlanReduced co-pays for those that utilize Physicians East Medical
Providers!Convenient onsite employee pharmacy that offers reduced
co-pays!Dental insuranceVision insuranceCritical illness, and other
supplemental insurance plans available with payroll
deduction!Employee assistance program at no cost to employee and
covered dependents!Competitive long-term and short-term disability
plans!Life insurance provided at no cost to the employee with
options to purchase additional protection for you and your
family!401(k) with generous company matching contributions!Profit
Sharing Program!Flex Spending AccountCompany Paid Short Term
Disability InsuranceCompany Paid Long Term Disability
InsuranceGenerous PTO program to provide our employees with
essential work/ life balance!Paid holidays in addition to accrued
PTO!Convenient parking onsite and close to where you work!Employee
Discounts Programs to save you moneyAbout usPhysicians East, P.A.is
a team of skilled healthcare professionals united to meet the
challenge of delivering quality, cost-efficient, comprehensive
healthcare to the people of Eastern North Carolina.Location &
commitmentsFT/PT/Temp/PRN role based at our Greenville (other)
location, Monday-Friday, 8a.m. - 5 p.m. Additional hours may be
required to meet the needs of the business. Weekend work is rare
but can occasionally be necessary.Supervision Received:--Reports to
Director of Operations.Supervision Exercised:--Supervises all
departmental staff as assigned.Typical Physical Demands:Requires
sitting for long periods of time. Working in office environment.
Some bending and stretching required. Working under stress and use
of telephone required. Manual dexterity required for use of
calculator and computer keyboardTypical Working Conditions:Work is
performed in an office environment. Extensive telephone contact
with insurance companies, medical facilities, patients, and
internal staff.About the roleResponsible for performing the tasks
and duties below under the guidance and direction of the Director
of Operations. This position will be required to follow policies
and procedures set forth by Physicians East, P.A. and abide by the
policies and regulations set for by the Health Information
Portability & Accountability Act (HIPAA), HCFA, and any other state
and federal regulatory requirements necessary to perform the
functions of the position. Responsible for department orientation,
training, supervision, and delegation of duties for staff. This
position is responsible for ensuring effective administration
systems, communication mechanisms and procedures are in place to
support the work of the practice and to ensure the delivery of a
high-quality administrative services provided daily to patients,
providers, and staff.Responsibilities:STAFFINGInterview potential
employees and approve to begin hiring process. Train or delegate
training for new hires and current staff as required during
upgrades and new system implementations. Evaluate staff annually
and after probationary period. Discipline and counsel staff as
necessary with verbal and written communication. Maintain office
bulletin board for staff to stay posted on corporate events.Hold
routine staff meetings and educate staff on office and corporate
policies.Report payroll to HR department, approve time off requests
for staff and report request to HR. Always ensure appropriate
office coverage. Monitor overtime and overall staffing expenses.
Verify staff is current on HIPAA, OSHA, Compliance
training.Supervise mid-level providers, including vacations, call,
and office coverage. Evaluate mid-level providers. Hold regular
meetings and maintain minutes as required by the respective
boards.PHYSICIAN EXPECTATIONSAttend weekly physician meetings and
maintain agenda & minutes. Communicate office/staff issues.
Communicate physician needs/concerns to corporate.Approve &
maintain physician vacation requests. Determine call/office
coverage and find physician coverage if necessary. Communicate call
coverage with answering service.Submit and categorize physician
business expenses. Obtain annual reporting.Submit and categorize
physician CME. Verify state license requirements, Board affiliation
requirements and DEA certifications have been obtained and submit
to HR.Report potential malpractice cases to Compliance Officer.Act
as a liaison with other POD's, G&A staff & community to project
office and physicians positively.BUILDING/MAINTENANCE
RESPONSIBILITIESCoordinate internal and external building
maintenance, including equipment, furnishings, and landscape. Also,
hire and coordinate cleaning staff. Coordinate office d--cor
changes/upgrades. Assign payment through Property account as needed
for these services. Ensure annual inspections on
mechanical/electrical equipment, safety checks, microscopes and
fire extinguishers are performed. Verify building meets state
codes, HIPAA, and OSHA requirements.Maintain security/fire systems
and respond to calls received by alarms after
hours.Phone/Voicemail/ACD/PRI Upgrades and maintenance.GENERAL
DUTIESWork closely with nursing supervisor providing support in her
functions and understanding how the clinical position impacts the
financial aspect of the POD.Perform cost analysis and workflow
analysis for various projects/equipment determined by physicians
and personal observations. Improve office workflows and continually
seek ways to improve processes. Maintain vision for where
healthcare and practice should be going.Evaluate/order/approve
supplies and equipment purchases. Approve invoices for payment and
send to Finance Department. Maintain and minimize office
expenses.Maintain office reports (Delivery Stats, Surgery Stats)
and act on information obtained to determine
staffing/training/advertising needs.Verify G&A responsibilities
are carried through and error rate is minimal/acceptable.Provide
technical support for minor system problems
(computers/printers/phones). Super User for Electronic Medical
Record and Practice Management System. Assist with system upgrades,
training and attend meetings regarding potential system
changes.Seek methods to improve patient satisfaction & patient
education. Handle patient concerns/complaints regarding
billing/workflow/physician and/or staff issues.Advertise seminars,
office services and providers to ensure competitive in marketplace.
Plan and organize seminars for community.Backup key office
positions such as surgical coordinator and patient
representative.Maintain office affiliations and re-certifications
to organization such as AIUM. Maintain office subscriptions to
journals and magazines.Template and schedule maintenance. Including
time slot layout and appointment slot assignment.Attend monthly POD
manager's meetings/Exe. Meetings and other departmental meetings as
required by other G&A staff. Sit for various committees as
determined by current PE projects and take on assignments to assist
such committees.Other duties as assigned.Candidate
requirements:Bachelor's Degree in related field plus a minimum of
five years' experience in managing/supervising multiple staff
members and job positions in a diverse hierarchy. Background in
healthcare required. Must be computer savvy and proficient in Word
and Excel. Public speaking required.Must possess exceptional
interpersonal communication skills and can create a favorable
impression for the organization to all staff, physicians, patients,
and the public.Must display a high level of confidentiality,
integrity, and initiative.Strong relationship building skills with
the ability to delegate and mentor.Strong understanding and
modeling of customer service principles.Must have a strong sense of
team commitment, which includes meeting deadlines, punctuality and
excellent follow-through and feedback.Ability to form positive and
collaborative relationships with all levels in the
organization.Strong analytical and organization skills
required.Ability to lead high quality and productive staff and
physician meetings.Knowledge of third party and insurance
procedures, regulations and billing requirements, and government
reimbursement programs.Have strong ability to lead and or work as a
member of various cross-functional teams.Must have strong software
skills including knowledge of Word, Excel, etc. Demonstrated
proficiency with software applications such as NextGen, Centricity
and/or related.Possess the ability to identify gaps or problems in
business processes and develop ideas to resolve them.Affirmative
Action/EEO statementPhysicians East, P.A.is an equal opportunity
employer and will not discriminate against any applicant or
employee on the basis of age, race, color, ethnicity, religion,
creed, sex (including gender, pregnancy, sexual orientation, and
gender identity, which includes status as a transgender
individual), national origin or ancestry, citizenship, past,
current, or prospective service in the uniformed services, genetic
information (including family medical history), physical or mental
disability, or other legally protected status. Reasonable
accommodation will be made for persons with disabilities during the
application process and/or at the time of employment. Requests for
accommodation should be made to the Human Resources Department as
early as possible in the application/employment process. Contact HR
Office at 252-413-6368 or
email--careers@physicianseast.comDisclaimerPlease note this job
description is not designed to cover or contain a comprehensive
listing of activities, duties or responsibilities that are required
of the employee for this job. Duties, responsibilities, and
activities may change at any time with or without
notice.PI251283132PI651dfd57dbd1-25660-35759807
Keywords: Physicians East, Wilmington , Operations Manager Ob/Gyn, Executive , Greenville, North Carolina
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