Clinic Operations Director

Position Clinic Operations Director Supervisor:

Health and Human Services Administrator(HHSA)

Division:

Health & Human Services Administration Department:

Kickapoo Community Health Center (KCHC) /Administration Responsibilities Under the general direction of the HHSA, the Clinic Operations Director is responsible for the overall operations of the Kickapoo Community Health Center (KCHC). Provides leadership and operational direction to ensure achievement of established goals and objectives for KCHC. Assists in the coordination of clinical operations through out the continuum of care; development of operational best practices; and contributes to establishing program annual budgets and expense control. Works directly with physicians and the KCHC leadership team to manage in interdependencies across the health system, with a focus on clinical quality, service quality, while maintaining productive working relationships. This leader will foster a culture of accountability, engagement, and continuous improvement. Essential Duties and responsibilities include the following: Under the direction of the Health Director, the Clinic Operations Director will: Assist with administering policy development for health care delivery and support functions through formulating, developing and implementing administrative and program policies and guidelines. Monitors program activities; keeps abreast of grant awards and contracts. Coordinates with Grant Manager quarterly on status of SAMSHA Grants and other grants, providing report to HHSA. In collaboration with KTTT Finance Division and input from KCHC Management team, develops and manages operating and capital budgets for KCHC. Ensures KCHC operates within budget while maintaining a focus on programmatic growth of services to meet community needs. Works with individual department leaders at KCHC to review performance, strengths and development opportunities and provides coaching and mentoring as needed. May serves as the KCHC representative at external functions on community boards, advisory panels and/or committees of various health related agencies as appropriate. Assists with developing proposals and plans to achieve clinic objectives. Coordinates and maintains accreditation through The Accreditation Association for Ambulatory Health Care (AAAHC) and other accrediting programs (FQHC) Assists with the reviews of administrative policy and procedure manuals annually to ensure compliance with clinic goals and objectives. Meets with program managers regarding handling of operation problems; answers questions, and provides information regarding KCHC procedures and policies. Thoroughly documents all issues and situations. Meets with HHSA weekly discussing any operational issues if any and for further direction and guidance. Will contact HHSA immediately for urgent and critical issues or situations. Reviews patient complaints; tracks and analyzes patient satisfaction surveys; coordinates responses to complaints and drafts written response for approval by the HHSA. Prepares monthly reports of outcomes and resolutions. Assists in the development of Customer Service training programs. Maintains confidentiality, security and integrity of patient health data (PHI) and information according to privacy regulations, including HIPAA Ensure the protection of confidential patient information; guide staff in using good judgement in sharing confidential information in a manner that is consistent with patient care and current laws and regulations (HIPAA). Manages the KCHC New Staff Orientation Program Ensures maintenance, safety and cleanliness of the health center through collaboration with the KTTT Maintenance Director or delegate. Will submit work orders as needed. Ensures that monthly mileage for use of program GSA vehicles is reported in a timely manner and as requested. Serves as a member of the KCHC Management Team providing input as it relates to topics of program development, policy creation and changes, annual strategic planning, and other management functions. Through collaboration with program Managers coordinate and ensure effective and appropriate education, training and professional development of staff; assess overall training needs of staff, and develop and implement training programs that meet the needs of the clinic and regulatory requirements. Participates in clinic performance improvement activities to measure, assess and improve the quality of patient care. Provides staff supervision as assigned and required; written staff evaluation; will address staff personnel issues according to HR Employee Handbook. Serves on committees as required. Employee must consistently be courteous to patients, staff and visitors. Consistently provide operational updates to HHSA through monthly written report or as requested. During extended absences of the Administrative Assistant due to Tribal Leave, will assist with administrative duties as requested by HHSA Other duties as assigned within the scope of work of the Clinic Operations Director.

KNOWLEDGE, SKILLS AND ABILITIES FOR THE POSITION

Computer literate/knowledge, ability to use office machines, printers, PC, copier and calculator.

Mathematics:

Ability to perform simple arithmetic for time-keeping and counting calculations.

Language & Communication:

Ability to read, write, speak and understand English and Spanish, and communicate effectively with others. Ability to understand, provide and follow written and verbal direction. Attention to detail and accuracy. Ability to manage and maintain security of confidential data and information. Ability to exercise independent and sound judgment. Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life. Must have good customer service skills and be a team player. Employee must demonstrate ability to solve problems and deal with a variety of variables; ability to interpret and provide instructions furnished in written, verbal, diagram or schedule form. Knowledge of federal, state, and local laws, rules and regulations governing medical practices, including HIPAA; integrity to handle sensitive information in a confidential manner Proven knowledge and experience with budget development and management, working with budget spreadsheets Excellent critical thinking, negotiating, and decision-making skills. Outstanding ability to follow-through with tasks Ability to work cooperatively and effectively as part of the interdisciplinary team and independently assume responsibility Demonstrated leadership skills with the ability to guide, motivate and develop employees Knowledge of Kickapoo culture and/or language preferred but not required

SUPERVISION EXERCISED

This position does carry out supervisory responsibilities in accordance with the organization's policies and applicable laws.

EDUCATION/EXPERIENCE REQUIREMENTS

Minimum Qualifications:

Bachelor's Degree in Business Administration, Healthcare Management, Human Services or Finance. 5 years of management experience in a health clinic/hospital setting is required (work experience may NOT substitute for education requirement).

Preferred Qualifications:

Master'sDegree in Healthcare Administration, Accounting/Finance Degree is preferred. 3-5 years experience in a clinic/hospital setting.

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person