Operations Manager

The Operations Manager is the primary liaison between the owners and the rest of the medical office, and performs administrative duties that facilitate the smooth functioning of the office. These duties include tasks in the area of staff recruiting and hiring, regulatory compliance, employee benefits, insurance, credentialing, financial/banking, and grievance management. The Operations Manager will work closely with the Clinical Manager (CM) and the owners on a regular basis, as well as for periodic special projects that arise.

• Point person for global issues with flow, staffing, technology, etc
• Schedule and attend quarterly meetings with owners, keep minutes
• Monitor “the big picture” of patient volume, suggesting/making adjustments as needed, monitoring physician templates as needed
• Conduct quarterly staff meetings at each office, with Clinical Manager
• Review staffing monthly with CM to anticipate future staffing/hiring needs
• Recruiting: initiate and manage job postings in a fiscally responsible manner
• Review resumes and narrow field of candidates, with CM
• Schedule candidate interviews and communicate with candidates throughout process
• Arrange for CM and Office Leads to interview candidates as well when possible
• Maintain employee files including any discipline, significant communication, immunizations, etc
• Complete hiring paperwork with new hires, review employee handbook
• Complete OSHA, HIPAA and sexual harassment training requirements with new hires
• Grant EHR access to new hires
• Review office policies, office philosophy
• Review uniform (policies regarding scrubs, hair, nails)
• Order name badge
• Once onboarding finished, direct new hires to Clinical Manager for further orientation
• Maintain schedule of employee reviews
• Obtain feedback from CM, physicians, and OL in advance of performance reviews
• Coordinate employee review paperwork
• Manage “leave of absence” paperwork and communication for employees on LOA
• Maintain current CA/federal employment notices in breakrooms as required
• Conduct employee terminations if needed
• Conduct exit interviews with employees who are leaving practice
• Ensure enrollment of new employees in benefits programs at appropriate times
• Maintain practice’s 401K retirement benefits program
• Maintain health benefits program
• Oversee employee timecards
• Fix timecard problems as needed
• Oversee overtime, identify any associated staffing issues, propose solutions
• Report reviewed and approved employee hours to bookkeeper bimonthly for payroll
• Maintain “Employee Leave Tracker” and review monthly to identify attendance concerns, and to anticipate hiring needs
• Coordinate remote check deposits
• Communicate with banks and credit card providers as needed
• Communication with bookkeeper about financial issues (reports, accounts payable, etc) as needed
• Pay invoices/bills in coordination with bookkeeper in timely manner
• Serve as liaison with billing department as needed
• Review monthly aging and reimbursement reports briefly with owners to identify problems
• Meet with Billing Dept on a quarterly basis
• Renew and maintain records of insurance policies
• Maintain CLIA and public health licensures
• Maintain business tax/business license as needed for each office
• Oversee physician license/certificate maintenance/payment
• Maintain physician info on CAQH and Medallion, periodic updates and reattestations
• Assist biller with insurance credentialing of physicians when needed
• Maintain hospital privileges for all physicians
• Track staff physician CME and reimburse as necessary
• Arrange for repairs/work as needed (handyman, plumbing, electrical etc)
• Troubleshoot internet/telephone issues and outages
• Communicate with landlords as needed
• Conduct inventory and order office and kitchen supplies (Office Depot)
• Maintain compliance with OSHA, HIPAA and sexual harassment training requirements
• Arrange annual fire safety maintenance with All County Fire
• Work with local health dept and oversee online morbidity reporting; add new staff as needed
• Maintain office compliance for public health requirements
• Communicate updates with to rest of staff
• Troubleshoot issues
• Take on projects as needed
• Follow EHR updates, ensure functionality, and disseminate relevant info to staff
• Infection control policies: manage, update as needed, and disseminate to staff
• Maintain practice’s “events” webpage, and others as needed, with assistance from owners
• Review website pages quarterly for broken links or inaccurate information
• Coordinate mail sorting and distribution
• Assist owners with holiday party preparation and other staff gatherings/events
• Assist owners with community presence
• Systematically recognize staff birthdays in a timely and equitable manner
• Transport product/inventory between offices if needed
• Communicate with Answering Service and Nurse Triage about grievances or other issues

Job Type: Full-time

Pay: $50,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Del Mar, CA: Relocate before starting work (Required)

Work Location: In person