Operations Administrator

Job Summary:

The Operations Administrator is responsible for overseeing daily activities of the Clinic in coordination with Medical and Behavioral Health Directors (clinic team) to ensure all services and projects are implemented according to approved organizational strategic plan, in compliance with Indian Health Services contract requirements and State standards.

The Operations Administrator provides accountability for the sustainability of the ambulatory care operations at Billings Urban Indian Health and Wellness Center (BUIHWC). The Operations Administrator is responsible for development and implementation of goals and services based on patient-docused clinical care, quality assurance and Indian Health Services contract scope of work.

Essential Duties and Responsibilities:

Leadership and Direction

• Coordinates with Area IHS office for the implementation of healthcare facility’s policies and procedures for quality certification, ensuring that best practices are followed, and resolving cases where the facility is out of compliance in coordination with business office.
• Coordinates with Clinic Director by assigning staff to develop and implement policies and procedures to meet State and Federal regulations.
• Implements culturally appropriate clinical programs and services as identified in the organizational strategic plan promoting sustainability in coordination with Clinic Director.
• Manages daily operations of healthcare facility as part of a clinic team.
• Represents Clinic and attends Health related meetings as required or directed by Clinic Director.
• Finding innovative ways to optimize the level of healthcare while also reducing the facility’s costs by implementing Clinic sustainability strategies in coordination with Clinic Director and CEO.
• Oversees billing and coding for Medicaid, Medicare, managed care and other 3rd party payor’s guidelines and adjusts in coordination with IT and business office for reimbursement.
• Manages collection of revenue data in coordination with IT and business office.
• Develop reports for the Clinic Director on employee performance evaluation, project activity, budget variances and expense budget variances and develops action plan, issues affecting clinic productivity and effectiveness in coordination with business office.
• Implements process for reviews and updates of forms used within practice and standardizes when necessary.
• Promotes effective working relationships within service line to facilitate goals and objectives in coordination with Clinic Director for workers to improve patient experience.
• Oversees Implementation of Integrated Behavioral Health referral system in coordination with clinic team.
• In coordination with Medical and Behavioral Health Directors identifies problems which interfere with practice and develops an action plan for resolution
• In coordination with Medical Director and Behavioral Health Director proposes options for solving staffing problems that are within acceptable parameters and utilizes appropriate resources
• Maintain and improve performance goals for implementation by clinic team based on strategic clinic goals for performance which includes an action plan, time frame and follow-up action.
• Oversees the daily operations in the clinic with the team by optimizing clinic workflow and workforce. Acts as the primary resource in the daily operations and activities of the department.
• Works directly with patients to address patient questions and concerns regarding care and billing, evaluate various resolutions and ensure patients receive satisfactory resolution.
• Creates and oversees daily work schedules of Clinic team. Oversees active schedule management to balance patient access, schedule, utilization, and continuity during hours of clinic operation.
• Leads clinic team in problem solving to address issues relating to patient safety, care and service. Promotes effective working relationships and works effectively as part of the clinic team to facilitate meeting its goals and objectives.
• Manages clinic teams on quality initiatives and managing quality metrics. Collaborate with the leadership team to identify and drive quality and performance improvement initiatives. Drives and supports associate engagement and patient experience outcomes.
• Coordinates training of new and current employees with Human Resources.
• Creates a culture of patient safety including documentation and reporting of any incident. Maintains audits for medication safety. Ensures compliance with applicable regulatory guidelines, and licensure, compliance and accreditation requirements. Ensures compliance with established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
• Performs other duties as assigned.

Minimum Qualifications (Experience/Education):

• Bachelor’s degree in business administration, finance, health care, law, public health, organizational leadership or a related field.
• Five years of clinic management experience.
• Extensive professional experience in a leadership role.
• Experience working with American Indian populations preferred.
• Experience working with Federally Qualified Health Centers preferred.
• Versed in all applicable regulatory requirements and standards of practice.
• Proven ability to work with others at all levels within the organization and collaborate effectively across levels.
• Above-average interpersonal, problem solving, and written and oral communication skills.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have valid Montana State driver’s license.
• Maintains certification and licensures when applicable.

SPECIAL REQUIREMENTS

• Must pass a background check and meet program expectations.
• May be required to attend evening meetings to participate in health services outreach and or health events to reach designated population.
• COVID-19 vaccination required.
  
• Competencies or Knowledge, Skills and Abilities (KSA’s):
• Working knowledge of:
  • Federally qualified health centers; health care insurances; setting priorities; best practices; rural settings; medical administration; claims management; medical regulations; labor regulations, 330 Grant Funding; federal and state health assistance programs
• Proficient skills in:
  • Leadership; operations; finance; billing and information systems; purchasing; facilities maintenance; compliance for overall organizational health; managing a challenging budget; accomplishing a large workload; grant applications process; solving complex situations with varying interests; managing challenging areas; finding solutions considering various factors; partnering with nearby clinics, colleagues, and other entities to ensure successful outcomes; assertiveness and awareness; mentoring; change management; and emotional intelligence
• Ability to:
  • Understand rural communities; possess tact and emotional stability; manage operations; uphold confidentiality, decision-making, and workforce plans; lead with grace and finesse; organize and prioritize work and manage multiple priorities; research and analyze data and delegate; establish and maintain effective working relationships with providers, management, employees, and contacts outside the organization; use Microsoft Office applications (Word, Excel, Access, Outlook, database software) and internet resources; work with speed and efficiency; make fair and consistent decisions; use good judgement; be tolerant; find solutions; study and apply concepts to processes; build trust; and meet deadlines.

Physical Demands & Working Conditions:

• Work is primarily in a small healthcare clinic environment.
• Frequently sit, with continuous full use of hands, repetitive movement, keyboarding, and clear vision, as well as speak and hear normal conversation.
• Requires high attention to detail with frequent deadlines, and internal and external social interaction.
• This position requires potentially long periods of continued walking, standing, stooping, bending, kneeling, squatting, reaching overhead, pulling, and pushing.
• Frequent lifting up to 10 pounds and occasional lifting over 50 pounds is required.
• The incumbent may be exposed to infected patients and contaminated materials and may be required to wear personal protective equipment (PPE).
• Physical ability necessary to enter and exit a car unaided and to operate a motor vehicle alone and unaided in a safe manner. Must be able to operate a vehicle and possess a valid driver’s license.
• Physical ability to walk short distances necessary to attend meetings and interface with other employees.
• Occasionally, the work will require traveling to locations within or outside of the community with overnight travel.

NADC-BUIHWC is an Equal Opportunity Employer. NADC-BUIHWC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.