Regional Operations Director - Regional Oncology Admin - Full Time 8 Hour Days (Exempt) (Non-Union) Job Listing at Keck Medicine of USC in Newport Beach, CA (Job ID 74707463136)

Description

The Regional Operations Director (ROD) is responsible for overseeing the overall management of multiple facilities in designated areas including financial management, risk management, quality assurance compliance, patient care management, and teammate management. The ROD provides leadership and direction to assure safe, efficient, therapeutic and ethical patient care and positive teammate relations. He/She has full supervisory responsibilities for Clinic Managers within their assigned region and regional office coordination including but not limited to hiring, termination, disciplinary procedures, mentoring, professional development, annual review, salary increases. The Regional Operations Director defines and achieves operational and financial goals for practices under his or her direct supervision. Analyzes data and information to increase access and growth, reduce costs, and create efficiencies within each department. Engages in process improvement, program and system implementation, and facility projects to support and meet the Keck Medicine of USC goals and objectives. The Regional Operations Director ensures timely feedback and suggests solutions concerning Press Ganey results and CGCAPS customer service scores regarding satisfaction of team members, providers, and patients. The ROD operationalizes the growth and development of the practice(s) and new service opportunities by utilizing the proper allocation of resources and sound financial management. He/she also offers leadership and guidance to managers under his or her supervision, effectively delegating responsibilities and duties. Achieves a collaborative working environment.

Essential Duties:

• Maintain a liaison relationship between the Keck Medicine of USC Ambulatory Services, the Office of Revenue Cycle Management and the Keck Medical Center through attendance at meetings and through both written and oral communication
• Ensure prompt corrective action is implemented with cost, safety and patient care as priorities for the facilities, equipment and systems
• Oversee design and construction of new units and unit expansions/renovations
• Participate with due diligence team for potential acquisitions either within or outside the division or the region
• Oversee the transitional process of new acquisitions either within or outside the division or the region
• Develop and maintain an open line of communication with administrators and staff through staff meetings or written memorandums
• Understand and follow all organizational patient and employment policies and procedures
• Understand the idiosyncrasies of a multi-specialty clinic and establish protocols and workflows that are complimentary and not detrimental to each specialty and sub-specialty.
• Identify commonalities and/or areas of opportunity to further align KMC on consistent practices, whether it be administrative, financial or clinical.
• Moderate travel required to various site locations
• Financial Management
• Work with Clinic Managers to formulate site specific budget and work with finance to develop regional budget of overall operational expenses in accordance with policies
• Review, authorize and monitor expenditure reports in accordance with policies and procedures
• Prepare and submit exceptions to budgetary compliance to the Executive Administrator
• Provide training on policies and procedures to staff (including new Facility Administrators) to ensure compliance with financial standards
• Review payroll reports for compliance with HR laws and regulatory agency policies
• Review patient and treatment charge reports to ensure ethical, accurate, and timely submission of charges for the region
• Define and establish goals for practice with Ambulatory leadership and practice leadership. Implement changes and/or additions as necessary.
• Analyze and report current workload and census statistics of patients/day through the use billing and registration systems. In order to capture accurate information, it is important to direct the staff in properly using these systems.
• Work closely with the Patient Business Office to assure timely submission of charge documents, provide information on new physicians, provide information on new services and supplies, work w/ office in developing rates for the new services and supplies.
• Using census statistics, telephone statistics and taking into account absences, holidays and vacation time, determine the correct level of staffing required to optimize patient care and fiscal integrity while meeting the JCAHO requirements.
• Review the organizational goals, patient care standards according to JCAHO and University policies and administrative requirements of the practice to plan and prepare the annual budget with the Director of Campus Practices, Chief Operations Officer and Vice Chair of Clinical Services.
• Encourage communication through weekly staff meetings, individual meetings, Firm Chief and Team leader meetings. Assure that changes in policy and procedures are communicated both up and down the chain of command.
• Provide ongoing evaluation of all operating systems. Using management tools (e.g. Total quality management, benchmarking, etc.) to refine and improve existing systems.
• Ensure compliance of on-site cashiering services in the practice. This includes reviewing reports, working with General Accounting to assure that proper paper work is submitted, ensuring that there is separation of duties with regard to collecting payments, charge document reconciliation, preparing receipts and cash reports.
• Risk Management/Quality Assurance Compliance
• Ensure that each unit meets all internal and external Standards of Conduct as well as all legal and regulatory requirements
• Ensure that appropriate state and federal agency compliance is reported. (i.e. Medicare, State Licensing Boards, etc.)
• Coordinate internal audit visits, data collection and reporting per organizational policy
• Ensure the creation and implementation of any corrective action needed as a result of internal or external quality assurance, Medicare, OSHA, or other governing agency audit
• Ensure compliance with state Worker Compensation and OSHA safety training requirements
• Oversee quality assurance activities (timely reporting, follow-up, distribution)
• Oversee compliance with organizational policies and procedures in accordance with state and federal regulations for patient care and services (Medicare or other governing agencies)
• Oversee compliance with state or federal regulations of the Injury Prevention and Safety Training Program
• Patient Care Management
• Participate with Regional Operations Director (ROD), Ambulatory Nurse Executive, USC Care CMO and local management to ensure suitable treatment modality for all patients
• Ensure that policies and procedures are in place and followed for continuity of planned care when patients are transferred to other facilities
• Participate with Regional Medical Director in development and revision of patient care policies and procedures manuals
• Ensure proactive, high quality communication with physicians, nurse practitioners and other healthcare professionals regarding patient care
• Work directly with manager the scheduling of appointments to ensure a steady patient flow and productive patient-physician clinic relationship. Work w/ physicians and staff in assuring that the physicians have adequate availability to meet requirements and internal Department standards.
• Manage the practices registration services to ensure compliance with USC Care and Hospital /University policies. Ensure that all required components are completed to ensure proper billings and collections. This includes making sure that insurance information is complete and accurate.
• Work with Managers and Ambulatory leadership to coordinate clinics nursing services while assuring Joint Commission adherence and compliance. This includes adequate staffing plans and staffing contingency plans.
• Work Managers, IT and Ambulatory leadership to assure practices are in compliance with governmental requirements (i.e. MIPS, etc.) by performing periodic audit of records. Work with ROD and individual physicians to support compliance.
• Facilitate room utilization and assuring exam rooms are assigned and rooms are utilized appropriately.
• Work with Facilities and Clinical Engineering to assure the proper functioning of all patient care equipment.
• Employee Management
• Ensure that management staff understand basic wage and hour laws, federal, state and local laws and regulations, Medicare, and legislation affecting employment in outpatient and nursing services
• Plan, organize and supervise all clinical and support staff(s) to ensure high quality, cost effective patient care
• Direct and approve staffing plans to promote the maximum use of all personnel and the reduction or addition of staff based upon patient load ratios and organizational outpatient guidelines
• Ensure that continuing education programs are offered to keep staff up-to-date on nursing practices, universal precautions, worker/patient safety etc.
• Responsible for all employee activity such as hiring, promotions, performance evaluations, salary increases, and disciplinary actions with appropriate approvals from the Executive Administrator and HR Administrator; includes all bonuses, performance reviews, employee performance management, compensation reviews, etc.
• Ensure that the performance evaluation program meets organizational guidelines and that personnel files are maintained
• Conduct regular staff meetings with Clinic Administrators or other program facilitators as necessary
• Performs other duties as assigned.

Required Qualifications:

• Req Bachelor's degree Degree in a related field

• Req 3 years Healthcare management experience

• Req Intermediate to advanced computer skills in Microsoft Office programs including Word, Excel, and PowerPoint
• Req Excellent analytical and organizational skills
• Req Excellent written and verbal communication skills, including presentations and negotiations
• Req Strong interpersonal skills to handle sensitive situations and confidential information
• Req Demonstrated poise, tact, diplomacy, and good judgment
• Req Ability to collaborate across departmental lines, establish and maintain strong relationships with internal and external customers.
• Req Self-starter, self-directed and driven to excellence in all aspects of role
• Req Able to make decisions effectively and with appropriate stakeholder input
• Req Client service oriented (both internal and external)
• Req Ability to multi-task and prioritize workload in a fast-paced environment
• Req Professional mannerisms, appearance, and executive presence
• Req Proficiency with Microsoft Office Suite
• Req Knowledge of relevant state and federal healthcare regulations
• Req Working knowledge of healthcare payment models, physician practice management, revenue cycle, payer contracting, managed care models, and Accountable Care Organization structure

Preferred Qualifications:

• Pref Master's degree
• Pref 2 years Operations experience

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The annual base salary range for this position is $133,120.00 - $219,648.00. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

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