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JOB TITLE

DOO/Director of Operations

REPORTS TO

Executive Director

SUPERVISION EXERCISED

Medical & Dental Office Managers, Behavioral Health Program Manager

FLSA STATUS                                                   

Exempt

SALARY RANGE

$90,000 - $200,000

JOB SUMMARY

The Director of Operations provides strategic and operational leadership for all primary care, dental, and behavioral health service locations. This position serves as the primary liaison between clinic operations and administration, ensuring organizational goals, policies, and initiatives are effectively communicated and implemented across all sites. The Director of Operations supports Office Managers and Program Managers in the day-to-day management of clinic operations, staffing, patient access, regulatory compliance, and organizational priorities.

The Director of Operations works collaboratively with leadership to promote operational efficiency, financial stability, workforce planning, quality improvement, patient satisfaction, and compliance with all federal, state, accreditation, and HIPAA requirements. This position provides guidance regarding operational, legal, risk management, privacy, emergency preparedness, and workforce challenges while supporting consistent processes and communication throughout the organization. The Director of Operations serves as a champion for clinical excellence and organizational culture and supports the development of sustainable staffing models and operational practices that ensure continued access to care for the communities served.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides leadership, guidance, coaching, and operational support to Medical, Dental, and Behavioral Health Office Managers and Program Managers.
• Establishes clear operational standards, expectations, and accountability measures to ensure consistency across all practice locations.
• Serves as a resource to managers regarding staffing concerns, workforce planning, recruitment priorities, employee transitions, and operational restructuring.
• Assists managers in developing staffing schedules, contingency plans, and short-term coverage solutions to maintain patient access and continuity of operations.
• Collaborates with Human Resources and leadership on staffing analyses, succession planning, workforce development, and organizational changes.
• Provides guidance and support regarding HIPAA, privacy, security, compliance, risk management, and operational legal concerns in collaboration with appropriate internal and external resources.
• Oversees organizational emergency preparedness activities, business continuity planning, and clinic operational response during emergencies and unforeseen events.
• Acts as a liaison between clinic sites and administration, facilitating communication, problem solving, and implementation of organizational initiatives.
• Develops and maintains collaborative relationships with community partners, hospitals, vendors, health care organizations, government agencies, and other external stakeholders.
• Maintains a working knowledge of the organization's Electronic Medical Record (EMR) system and partners with clinical and administrative leaders to optimize workflows, reporting, and operational efficiency.
• Utilizes operational, financial, productivity, scheduling, and staffing data to support decision-making, resource allocation, and organizational sustainability.
• Participates in investigations, corrective action planning, and resolution of operational concerns, patient complaints, compliance issues, and risk management matters as appropriate.
• Assists with implementation and monitoring of operational policies, procedures, workflows, and organizational change initiatives.
• Acts as Privacy Officer responsible for the development and implementation of policies and procedures relating to the Privacy & Security Policy Manual
• Provides interim coverage for Office Managers during absences to maintain continuity of office administration and daily operations.
• Other Duties as Assigned

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of federally qualified health centers and community and public health or similar healthcare setting. Additional knowledge of state and federal regulations, grant applications and requirements and government regulations and reimbursements.
• Possesses accomplished leadership skills, supports the organization’s responsibility to provide quality patient care, and organizes operations in the simplest, most efficient fashion.
• Working knowledge of Electronic Medical Record (EMR) systems, healthcare reporting tools, and operational data analytics.  Use of computer software programs which include word processing, spreadsheet, database, and email programs.
• Successfully perform public relations and speak professionally on behalf of the organization, maintain confidentiality.
• Knowledge of HIPAA privacy and security requirements, healthcare compliance programs, risk management principles, and applicable healthcare regulations.
• Skilled at meeting deadlines, exercising effective, quality decision making, accepting responsibility for these and adapts quickly to changing conditions and needs while adding value to the organization by going outside of the boundaries of this position to improve organizational performance.
• Works efficiently, utilizes resources in a cost-effective manner, adheres to policy and procedures.
• Appropriately handles stress, effectively enhances team building and demonstrates a capacity to be sensitive and respond appropriately to issues involving diversity both internally and externally.

EDUCATION

Bachelor’s Degree preferred

EXPERIENCE

A minimum of five years of progressive management responsibility, with a preferred focus in health care administration and general administration.

CERTIFICATE/LICENSE

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.

The noise level in the work environment is usually moderate.

MACHINERY AND EQUIPMENT USED

Personal computer and printer, copier, calculator, telephone, and facsimile machine

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All applicants made a conditional offer of employment must cooperate fully with background investigations.  All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.  This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Reviewed with employee by:

Manager’s Name:________________________________________Date:_______________

Received and accepted by:

Employee’s Name:_______________________________________Date:_______________

NOTCH is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of federally qualified health centers and community and public health. Additional knowledge of state and federal regulations, grant applications and requirements and government regulations and reimbursements.
• Possesses accomplished leadership skills, supports the organizations responsibility to provide quality patient care, and organizes operations in the simplest, most efficient fashion.
• Daily use of computer software programs which include word processing, spreadsheet, database and email programs.
• Successfully perform public relations and speak professionally on behalf of the organization, maintain confidentiality.
• Successful multi-tasking a variety of assignments and projects.
• Skilled at meeting deadlines, exercising effective, quality decision making, accepting responsibility for these and adapts quickly to changing conditions and needs while adding value to the organization by going outside of the boundaries of this position to improve organizational performance.
• Works efficiently, utilizes resources in a cost-effective manner, adheres to policy and procedures, and possesses strong interpersonal communication skills with staff and community stakeholders.
• Appropriately handles stress, effectively enhances team building and demonstrates a capacity to be sensitive and respond appropriately to issues involving diversity both internally and externally.

EDUCATION

Bachelors Degree in Nursing

EXPERIENCE

A minimum of five years of progressive management responsibility, with a preferred focus in health care administration and general administration.

CERTIFICATE/LICENSE

Registered Nurse License Required

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.

The noise level in the work environment is usually moderate.

MACHINERY AND EQUIPMENT USED

Personal computer and printer, copier, calculator, telephone, and facsimile machine