Operations Manager Job

Operations Manager is needed to perform the following duties :

• Play a significant Human Resources role as it pertains to management analysis by offering recommendations when it comes to the hiring of new staff or HR restructuring to address operational inefficiencies.
• Ensure that we have the right number of Medical Assistants & Physicians, with the right qualifications, for the types of referrals received.
• Use complex statistical analysis and modeling to determine the optimal level of staff on the on-call list at any given time.
• Familiar with statistical analysis and prediction software such as Matlab, SPSS, and Tableau. This is the kind of training and skillset that only someone with a degree in concentrated field of study, specifically business administration, would possess.
• Familiar with standard hiring practices and interview techniques unique to our niche industry in home visiting physicians, and be able to utilize them to make strategic hiring suggestions. These practices and techniques are unique to the medical field and require an in-depth knowledge of patient assessment techniques, safety protocols, as well as familiarity with the advanced equipment used to provide our services, which differs from stationary equipment found in hospitals or clinics and requires supplemental training to use. The OM will use this knowledge to ask specific questions during the technical interview of potential candidates and this knowledge is also required to assess the responses of the candidate.
• Responsible for creating and updating the Operations Manual, Standard Operating Procedures, and Employee Handbook. This is a complex task that requires both industry specific knowledge of compliance protocols that are unique to the home visiting physicians industry as well as business management skills such as the ability to design new workflow processes and methodologies for procedures pertaining to business operations (e.g. dispatching protocols, order requisitioning and processing, delivering results, etc.). What makes this task complicated in our industry is that there are many federal and state mandated compliance protocols that must be followed, but in order to minimize the impact of following these protocols on the revenue of the business, special workflow processes must be designed and implemented. For example, according to federal regulations set forth by CMS, a certain procedure cannot be performed on a patient on the same date of service as another specific procedure. However, a doctor may requisition both procedures to be done on the same date and expect results within 48 hours. In order to deliver both results on the same day, while maintaining adherence to the rule of not performing both procedures on the same date of service, as well as the financial goal of not missing out on potential revenue from the second procedure, the OM must design and implement a solution that is unique to this problem. For example, the OM may create a Standard Operating Procedure (SOPs) that any such orders are to be expedited such that the first procedure in the requisition is done on an earlier date and the second on a later date, but both results delivered within a 48 hour timeframe. The OM will also have to allocate resources for the expediting of such orders, and anticipate their impact on the fulfillment of other orders and re-structure SOPs for those orders accordingly. This is a complex task that requires a degree in specific fields, and especially higher-level coursework in business strategy and management.
• Oversee the work done by the HR department as it pertains to employee credentials on HIPAA compliance, sexual harassment prevention training, code of conduct, etc. The OM must approve all materials and manuals produced by the HR department to ensure that they are aligned with industry best practices, compliant with federal and state regulations, as well as streamlined to minimize operational inefficiencies. This is a complex set of tasks as it involves not only in-depth knowledge of frequently shifting regulations but also the business management knowledge which will ensure that the logistical aspects of the implementation of these protocols will not strain the resources of the company or cause problems in terms of operations.
• Document findings of study and prepare recommendations for implementation of new systems, procedures, or organizational changes.
• Interview personnel and conduct on-site observation to ascertain unit functions, work performed, and methods, equipment, and personnel used.
• Plan study of work problems and procedures, such as organizational change, communications, information flow, integrated production methods, inventory control, or cost analysis.
• Confer with personnel concerned to ensure successful functioning of newly implemented systems or procedures.
• Prepare manuals and train workers in use of new forms, reports, procedures or equipment, according to organizational policy.
• Interface Remote Patient Monitoring (RPM) equipment with the software to ensure secure and timely transmittal of the data.
• Responsible for gathering data on the usage of the software and determine metrics such as what kinds of orders are being placed, where they are coming from, how long it takes us to process them, etc.
• Create reports on the usage of our services, as well as to make recommendations for the further development of these services via the investment of more equipment to increase capacity or to reduce capacity and resources dedicated to lesser-used services.
• Keep a log of any technical problems that cause a delay or failure in data transmission and is responsible for providing solutions or changes to protocol in order to prevent such problems.
• Must have a detailed understanding of the operational workflow in order to determine where such interventions need to be placed. This understanding of logistics management is a subset of business management that a higher-level degree holder possesses.
• Responsible for compliance with federal regulations pertaining to the transmission and storage of Protected Health Information (PHI) and must be familiar with using HL7 transmission protocols. The OM must also be able to train employees on these protocols via the creation of documentation as well as demonstrations.
• Oversee the records department and design and implement the operating protocols of electronic medical record storage ensuring the security of medical data as well as its secure transmission, archival, and retrieval.
• Responsible for interviewing personnel, conducting onsite observations, recommending changes to procedures, all with the aim of ensuring that the organization is compliant with federal and state regulations pertaining to patient data. This will not only require a familiarity with these regulations but also the ability to suggest changes to protocol that will fit within the specific capacity of the business and the resources available to it. This balancing of the need to be compliant with federal and state regulations without expending more resources than the company can afford is a complex task that requires higher-level analysis of the kind that is found in a business & management education.

• Analyze data gathered and develop solutions or alternative methods of proceeding.
• Gather and organize information on problems or procedures.
• Prepare manuals and train workers in use of new forms, reports, procedures or equipment, according to organizational policy
• Interview personnel and conduct on-site observation to ascertain unit functions, work performed, and methods, equipment, and personnel used.
• Responsible for managing operations and developing solutions and systems for compliance with state and federal protocols of laboratory procedures in relation to chain-of-custody, proper specimen handling, centrifuge protocols, and storage of specimens at precise temperatures as stipulated by the CLIA (Clinical Laboratory Improvement Act) regulations.
• High-level understanding of business management principles because compliance with these regulations imposes a significant financial liability upon the company and the operations manager will be responsible for meeting these obligations under specific budgetary constraints. This means that strategic planning is required to allocate resources away from other areas of the company toward ensuring compliance.
• Monitor the dispatching of wound care, brainmapping, pain management, and podiatry services according to geographical location of the patient and while determining the most cost-effective routes. Since these services are reimbursed on a per mile basis, it is essential that the OM designs a solution for dispatching that minimizes the use of fuel and other resources while maximizing the revenue per patient.
• Develop and implement records management program for filing, protection, and retrieval of records, and assure compliance with program.
• Plan study of work problems and procedures, such as organizational change, communications, information flow, integrated production methods, inventory control, or cost analysis.
• Review forms and reports and confer with management and users about format, distribution, and purpose, identifying problems and improvements
• The Operations Manager will be responsible for ensuring that key performance metrics are met with regards to customer service and satisfaction by determining what changes need to be made to operational processes in order to fix higher level issues that are brought to the OM’s attention.
• This will require gathering information and interviewing personnel to determine where the bottlenecks and operational inefficiencies are in any given process that is impacting the patients, and conducting a detailed audit of the workflow to determine whether changes need to be made to the process. The OM will then create a report for with findings and recommendations for higher level managers to review and implement.
• The OM will also be responsible for developing company specific protocols for handling complaints or disputes and communicating that meet federal and state regulations for handling such issues. Furthermore, the OM will communicate with federal regulators to determine whether specific policies of the company are compliant or whether changes need to be made in order to render them compliant.
• Gather and organize information on problems or procedures
• Analyze data gathered and develop solutions or alternative methods of proceeding.
• Document findings of study and prepare recommendations for implementation of new systems, procedures, or organizational changes.
• Develop and implement records management program for filing, protection, and retrieval of records, and assure compliance with program.
• Responsible for conducting financial analysis of the company’s expenses as well as reports on the expenditure of resources.
• Provide suggestions for improving the efficiency. The OM will also generate weekly reports on key performance indicators, projected revenue and expenses, as well as service metrics such as order processing time. This will also require the OM to have an understanding of HCPCS (Healthcare Common Procedure Coding System) and Medicare Physician Fee Schedule to audit billing logs.
• Design, evaluate, recommend, and approve changes of forms and reports.
• Analyze data gathered and develop solutions or alternative methods of proceeding.
• Plan study of work problems and procedures, such as organizational change, communications, information flow, integrated production methods, inventory control, or cost analysis.

Bachelor’s degree isrequired in or Business Management or Operations Management or Management