- Posted: over a month ago
The Operations Manager oversees the daily workflow of all staff for specific offices and assigns responsibilities to ensure efficient operations. This position reports to the VP of Operations regarding the provision of services to patients and adherence to schedules, established program policies and procedures, and applicable federal, state, local and accrediting agency regulatory requirements. This is a salary and “exempt” position, as defined by the U.S. Department of Labor and has the potential for bonuses.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Directs office activities and functions to maintain efficiency and compliance with company policies and outside accrediting agency policies (CARF, OIG, BHSO, AODE, BHL).
- Measures productivity per provider by analyzing CareCloud reports and provides feedback.
- Assists clerical and support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required. Specifically, overseeing collection of all co-pays and verifying insurances.
- Coordinates with other support departments such as human resources, finance, and operations to ensure successful office operations.
- Establishes and oversees office staff agendas/meetings.
- Monitors and verifies scheduling for office providers and counselors.
- Oversees telephone services, email correspondence, and mail distribution of offices.
- Maintains office supply inventory and facilitates office inspections.
- Monitors budgeted vs. actual productivity.
- Monitors finished/unfinished notes.
- Monitors employee time-off requests, vacation, and overtime.
- Monitors discharge process.
- Performs other related duties as assigned.
ADDITIONAL DUTIES AND RESPONSIBILITIES:
- Coordinates with HR to recruit, interview, hire, and train new staff in the offices.
- Provides constructive and timely performance evaluations.
- Coordinates with HR to discipline and terminate employees in accordance with company policy.
- Attends monthly meeting with VP of Operations, CFO, COO, CEO, Regional Operations Managers to discuss office operations.
- 5 years’ experience in office management or related field.
- Previous medical office exposure.
ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
- Excellent managerial and supervisory skills.
- Extensive knowledge of operations management.
- Ability to interpret financial data as needed to set production goals.
- Excellent organizational skills and attention to detail.
- Proficient in Microsoft Office Suite or similar software.
EDUCATION, CERTIFICATIONS, LICENSES AND REGISTRATIONS:
- S/he must have bachelor’s degree in business or another related field.
Physical demands described are representative of those that must be routinely met by an employee to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties.
Ability to lift up to 25 pounds.
Ability to perform job responsibilities in a facility with multiple levels and without elevator or mechanical transportation.
Operates a computer and keyboard.
Working conditions described are representative of those that must be met by an employee while performing the essential duties of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties.
Smoke-free working environment.
This position description is not intended to be a complete list of all responsibilities, duties or a skill required for the job and is subject to review and change in accordance with the needs of OVP Health and contractual obligations.
COVID-19 VACCINATION POLICY
- All employees and providers are required to be vaccinated for COVID-19. Those who are unvaccinated must receive their first dose of a multi-dose COVID-19 vaccine series (Pfizer or Moderna vaccines) or single-dose COVID-19 vaccine (Johnson & Johnson vaccine) by December 5, 2021, and must be fully vaccinated by January 4, 2022. Those who receive their final vaccine dose but are not yet 14-days post-vaccination by January 4, 2022, will be considered compliant. However, if you are working in a hospital location that has set earlier deadlines for mandatory vaccination, you are required to comply with those deadlines.
- This requirement applies to all current and new staff regardless of clinical responsibility or patient contact, including facility employees; licensed practitioners; administrative, corporate, and billing personnel; students; trainees; volunteers; board members; and others providing services for the facility or its patients under contract or other arrangement (such as housekeeping and laboratory services).
- Although FDA approved and CDC recommended, an additional (third) or “booster dose” of the COVID-19 vaccine is not currently required in order for staff to be considered “fully vaccinated.”
- There is no “test out” option under the CMS rule. However, for corporate office, outpatient facilities and the Recovery Center staff, if you timely request and are granted an exemption for a valid medical or religious reason, you will be required to be tested for COVID-19 weekly. Testing is free and will need to be completed on the first workday of each week. Any positive COVID-19 test result should be followed with a confirmatory (PCR) test. Failure to complete testing will result in disciplinary action.
- The CDC has emphasized that masks should still be worn in all healthcare settings. Staff, patients, residents, and visitors should continue to wear masks in all healthcare facilities, regardless of vaccination status. The only exception is if the employee is in an office, alone, or actively eating or drinking. Employees should not congregate in break rooms and should practice social distancing when possible.
- Fully vaccinated corporate office staff do not have to wear a mask. Unvaccinated corporate office staff must wear a mask at all times, even at cubicles, except when in an enclosed office, alone, or actively eating or drinking. Corporate employees should not congregate in break rooms and should practice social distancing when possible.
- COVID screenings (with temperature check) remain MANDATORY for all corporate office staff and to enter any outpatient facility and the Recovery Center. The Recovery Center should screen patients over the phone before picking up for transportation to the Center, and should conduct a temperature check of the patient in-person.
- Employees experiencing symptoms, regardless of vaccination status, should notify their supervisor when symptoms first start and get tested. Working while sick puts others at risk. Employees who fail to communicate a positive COVID-19 test will be subject to disciplinary action, including, up to, immediate termination.
Centered in compassion and excellence, we serve to save lives while nurturing stronger and healthier communities for our persons served , employees, and families.
Moral, Ethical and Behavioral Guidelines
Family: OVP Health is proud to be a family-owned company. We hold ourselves to the highest standards: the family values that are passed from generation to generation. However, at OVP Health we also believe that our coworkers, our persons served and our community are family. That means we will always treat you like family, no matter what health struggle you're facing.
Quality: In an ever-changing health care industry, our commitment to consistent, high-quality care has been the same since day one. Our highly trained physicians and nurses are constantly striving to provide the latest, most advanced care and treatment to persons served . Our medication-assisted treatment program is fully accredited by CARF (Commission on Accreditation of Rehabilitation Facilities). In everything we do, our goal is to provide persons served and their loved ones with the highest level of care possible.
Community: At OVP Health, we believe in giving back. And our commitment to improving the communities we serve doesn't stop at providing high-quality medical care. After work and on weekends, OVP Health employees can be found volunteering in the community, and we are proud to support a number of nonprofit groups in the areas we serve.
Integrity: Ethical, responsible health care is a nonnegotiable at OVP Health. We treat our coworkers, our persons served and our communities with honesty, truest and respect and hold ourselves to the highest standards of ethics and professionalism. Earning a patient's trust and loyalty is our greatest reward.
OVP Health provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, OVP Health complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation and training.
OVP Health expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of OVP Health employees to perform their job duties may result in discipline up to and including discharge.
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