Clinical Operations Manager
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Oct 12, 2021
View more
- Position Type
- Faculty Positions, Health & Medicine, Dentistry, Other Health & Medicine, Surgery, Administrative, Student Affairs, Health Services
- Employment Type
- Full Time
The Urology Department is seeking aClinical Operations Manager who assists and guides the clinical operating activities for the Department. Provides high-level leadership and management of the operational and administrative activities to advance the Department’s clinical and education mission. Responsible for the operations and daily supervision of personnel in all Urology outpatient ambulatory clinics. Functions as a manager of clinical business operations and an internal consultant in areas including coding, billing, and reimbursement, including third party and other compliance best clinical practices. Responsible for assuring the smooth flow of patients in clinical settings and refining operations to improve patient, family, provider, and employee satisfaction. Functions as an advisor to the Vice Chair, Administrator, and Clinical Faculty in tactical planning for the Department’s clinical operations and serves as the Department’s representative on appropriate clinical operation committees and internal/external work groups. Manages the clinical support staff, clinical facilities, and clinical equipment resources of the department in the process of enabling the delivery of the highest quality of clinical care. Oversees and directs hospital and physician clinical operations, as well as the implementation of major projects and programs as assigned by the Vice Chair and Administrator.
Specific Duties & Responsibilities:
Administrative & Operational Leadership (50%)
- Works in partnership with Vice Chair and Administrator, and in coordination with the clinical division directors, to provide administrative oversight to clinical operations.
- Works with Director of Clinical Operations, Administrator, and Vice Chair to develop, communicate, manage and develop policies and procedures for the clinical operations of the department.
- Oversees the implementation and monitoring of clinical services, and sets guidelines for effective, efficient, and patient-centered clinical operations. Develops new clinical policies and procedures, as needed, to ensure smooth clinical operations. Makes recommendations to the Director of Clinical Operations, Administrator, and Vice Chair in the form of decision options.
- Creates and maintains an environment that promotes the safest possible standards, methods, and operations to assure the safety of our patients, clinical providers, and clinical support staff.
- Identifies, studies, and recommends solutions for clinical service problems.
- Ensures clinical space and clinical equipment inventories are maintained in compliance with SOM, JHHS, and governmental guidelines. Identifies opportunities to improve existing space utilization, and provides justification for additional space to the department, SOM, and JHHS.
- Manages the process for ensuring the required resources are available for clinical operations including, but not limited to, managing the process for order clinical supplies, establishing inventory management, and appropriate par levels.
- Works with appropriate groups and individuals to examine Joint Commission or other regulatory requirements, and develop implementation plans for incorporation into the clinical practice.
- Oversees and directs the implementation of major projects, programs and operational initiatives/changes as assigned by the Vice Chair and Administrator. Develops comprehensive plans for operational flow patterns, work flow and controls, ensuring consistency across the practice. Establishes proper monitoring measures.
- Maintains a consultative relationship with clinical division directors for strategic planning and operational matters.
- Together with clinical division directors, provides monitoring, consulting and supervision of the clinical practice managers/supervisors.
- Manages the process for maintaining adequate staffing to support clinical operations. Forecasts staff needed by new physicians and additional clinical offices while managing the process for review of overtime to improve staffing utilization and clinical operations.
- Fosters and maintains a close working relationship with JHH/JHBMC/SM ambulatory services leadership for the purpose of integrating hospital programs and policies with the clinical practice.
- Coordinates communication and organization among key stakeholders in relation to clinical practice activities that interface with the departmental operations.
- Works with clinical division directors and their managers/supervisors to plan and organize operational and communication systems for divisions, clinics, and the department. Routinely holds meetings and organizes project teams for the clarification of issues, communication of guidelines and information, problem solving, and team development.
- Provides administrative and operational oversight to managers and supervisors of clinical units. Develops policies and oversees the implementation and monitoring of services, and establishes guidelines for effective, efficient and patient-centered operations.
- Set standards for daily productivity of clinical support staff (procedure schedulers, surgical schedulers, patient service coordinators, and administrative coordinators)
- Works with clinical division directors and their managers/supervisors to identify, develop and oversee implementation of operation-wide systems that further automate or enhance patient and revenue flow.
- Develops the annual Urology day, night, and weekend call schedule for adult and pediatric urology for Johns Hopkins Hospital and Johns Hopkins Bayview Medical Center.
- Monitors and calculates clinical faculty time away every year through the Brady Away Calendar and Qgenda.
- Leads the Urology department’s QGenda’s efforts for clinical faculty, fellow, and resident call and inpatient service schedules for Johns Hopkins Hospital and Johns Hopkins Bayview Medical Center. Updating the HAL line, hospital administrators, and clinical providers as necessary. Orients clinical operation and clinical support staff employees to understand the differences in their role. Responsible for the continuous training and education of department clinical support staff.
- Performs data collection, review, analysis and reporting for all clinical practice business operations including monthly quarterly and annual statistics on patient visits and procedural volume, surgical volume, payer mix, collection ratios, charges and revenue, accounts receivables and follow-up, and other items as required or requested.
- Manages, supports and monitors development and implementation of all relevant clinical policies at the Department level, specifically those addressing: customer service, productivity, patient scheduling and registration, template, forms and standardization of all internal workflow and business practices, in order to optimize collections, and address the needs of all stakeholders including patients, physicians, and staff.
- Ensures compliance to all OJHP CPA clinical standards across all the clinical divisions in the department.
- Updates OSHA manual and performs yearly OSHA training for staff working in clinical settings.
- Monitors and updates the department’s business continuity plan for clinical operations.
- Attends monthly clinic managers’ meetings at JHH, JHBMC, SM, and GSS and disseminates information to staff and faculty, as needed.
- Functions as the department’s liaison for Patient Access by meeting biweekly with Patient Access leadership to ensure access goals are being met and sustained.
- Works with Administrator to report on clinical visit, procedure, and OR case variances monthly to JHU, JHH, JHBMC, SM, and JHSCS ASC.
- Works with Assistant Administrator of Finance to report on monthly charge and revenue variances to the JHU SOM CPA.
- Participate in the annual development and management of the department’s operating budget with the Assistant Administrator for Finance and Administrator. Works with supervisors of clinical support staff to coordinate and approve all clinical support staff leave and overtime. Oversees and maintains compliance of the web-based time and attendance system (E210 and KRONOS).
- Responsible for the installation, training, and testing of clinical IT programs as required by Johns Hopkins Medicine.
- Serves as the Urology Department Epic Super User and functions as ambulatory Epic liaison for faculty and staff to ensure optimal clinical operations. Oversees Epic related upgrades and rollouts.
Program Planning & Development (30%):
-
Develops and participates
in the analysis and evaluation of strategic business plans,
feasibility studies, market assessment, marketing plans, data
gathering, implementation plans and presentation of written reports
on prospective and existing clinical and research programs.
Formulates tactical business plans in conjunction with
administrative leaders in the SOM, JHHS, and other affiliated
institutions.
Works with Department of
Strategic Planning & Marketing (and other marketing resources
as needed) to:
-
Initiate, develop and implement marketing
plans for clinical services.
Identify new marketing opportunities
compatible with the direction of Johns Hopkins
Medicine.
Oversee website content management,
maintenance and future development
enhancements.
Assess volume growth and opportunities
for the annual budgeting process.
-
Manages departmental
operations to ensure patient-centered activities and maximize
patient satisfaction scores.
Utilizes patient
satisfaction data to identify opportunities for improvement in
departmental workflow.
Develops strategies to
improve patient satisfaction and enhance patient experience in
areas operationally managed by the Department. Establishes targets
for patient satisfaction, and engages faculty and staff to
improve.
Oversees responses to
patient complaints and ensures prompt resolution of their concerns,
in accordance with institutional policies.
Ensures availability and,
if necessary, develops patient and family support services for
Urology locations, including but not limited to Johns Hopkins
Hospital, Johns Hopkins Bayview Medical Center, Green Spring
Station, and Sibley Memorial Hospital.
Partners with affiliated
facilities in areas of access and program development, clinical
collaboration and network development.
-
Builds strong
collaboration with the Vice Chair and Administrator to ensure
Department’s clinical goals are met. Proactively identifies
clinical faculty concerns and issues, and partners with Vice Chair
and Administrator for appropriate resolution.
Regularly meets with JHHS,
JHBMC, SM, and SOM clinical support staff employees to improve
communication and to build productive
relationships.
Continuously communicates
to clinical support staff the importance of the patient experience,
quality of care, and sound financial performance; and champions’
successes and priorities for improving performance in meeting and
exceeding patient and customer expectations.
Establishes communication
channels with clinical support staff and clinical faculty to ensure
that they receive information on internal and external issues which
effect the clinical operations of their assigned areas, as well as
provide advice, assistance, information and service that aids them
in attaining related objectives.
Works with appropriate
personnel and/or organizations to ensure that teams and individuals
have the clinical, information and organizational tools to serve
our patients and customers effectively and
efficiently.
-
Directs the activities of
managers/supervisors and clinical support staff of the department’s
clinical practice. Oversees individual employee development,
safety, and training; and conducts performance appraisals for
clinical support managers and supervisors.
May periodically directly
or indirectly supervise interns, volunteers, and temporary
personnel.
Minimum Qualifications (Mandatory):
-
Bachelor’s Degree in a
related field.
5 years related
experience.
Prior supervisory
experience.
Additional related
education may substitute for required experience to the extent
permitted by the JHU equivalency formula.
Preferred Qualifications:
-
Master’s Degree strongly
preferred.
Knowledge of accounting
and budgeting theory and practices.
Knowledge and
understanding of the Johns Hopkins University accounting system and
related fiscal offices.
Specific knowledge of
urology clinical operations.
Special Knowledge, Skills & Abilities:
- Keen understanding of and experience with integrated academic health care systems and in clinical practice management.
- Conduct self in an exemplary fashion to achieve goals and set example for others within the Institute.
- Exude Johns Hopkins core values of Integrity, Excellence, Collaboration, Innovation, Respect and Diversity.
- Fluency to master complex issues swiftly and the ability to explain the dimensions and the solutions articulately to decision makers and staff.
- High energy level, creativity, enthusiasm and passion for working in a dynamic and complex environment.
- Ability to supervise, lead, and train clinical and administrative staff.
- Knowledge of accounting and budgeting theory and practices.
- Preferred knowledge and understanding of the Johns Hopkins Medicine patient care platforms, the University and Health System accounting systems and related fiscal offices.
- Ability to make independent judgments and to act on decisions on a daily basis.
- Ability to prioritize own work and work of staff as needed.
- Very strong organizational skills, analytical and problem-solving abilities, and attention to detail.
- Ability to maintain confidentiality.
- Strong interpersonal and communication skills, both oral and written, with gravitas, executive presence, confidence and sophistication.
- Ability to effectively interact with all levels of University and Hospital employees as well as outside contacts. Local travel required. State, regional, national and/or international travel may periodically be required.
Technical Qualifications or Specialized Certifications:
- Use of personal computer and basic office equipment.
Physical Requirements:
-
Ability to stand, walk or
sit for an extended period.
Finger dexterity to
manipulate objects with fingers rather than with whole hand(s) or
arm(s); for example, using a keyboard.
Ability to hear within
normal range and ability to see within normal
parameters.
Possible exposure to
communicable diseases.
Supervisory Responsibility:
- Supervises 6 employees (Clinical Nurse Supervisor, Clinical Support Services Supervisor (BMC), Administrative Supervisor, Surgical Scheduling Supervisor, Ambulatory Services Manager, Practice Manager (SM)).
Budget Authority:
- Direct for the Green Spring Station, Bayview Medical Center, and Sibley Urology clinical operations.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Classified
Title:Clinical Operations Manager
Role/Level/Range: L/04/LB
Starting Salary Range:$55,740 - $76,560 annually
(commensurate with experience)
Employee group: Full Time
Schedule:M-F/8:30-5:00pm
Exempt Status: Exempt
Location:School of Medicine Campus
Department name:
SOM Uro Adult Urology
Personnel area: School of
Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity
Employer
Note: Job Postings are updated daily and remain online until
filled.
EEO is the
Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.
EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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