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Chief Operating Officer

Company: The Petaluma Health Center
Location: Petaluma
Posted on: April 3, 2021

Job Description:

Summary: Under direction of the Chief Executive Officer, the Chief Operating Officer (COO) is responsible for the efficiency and effectiveness of Petaluma Health Center's operations, devoting sufficient time to administrative responsibilities to ensure proper administration and management of the clinics. The Chief Operating Officer oversees non-provider clinic staff, non-clinical clinic support services and clinical programs at all sites; manages the safety, facility, emergency, infection prevention and clinical compliance activities of the organization. The COO, participates and provides leadership in QI/PI activities and collaborates with the senior management team in managing overall health center activities and in developing and implementing the strategic plan.-- Areas of Responsibility:

  • Effectively manages the operations of the Petaluma Health Center, ensuring all support systems efficiently optimize patient access to services, and the provision of high quality health care, enabling services and patient education, within available resources. These areas include:
    • Medical Department clinical support staff: nurses, MAs, medical records, front office, referrals, patient education, case management and navigation
    • Call Center/Front Office Department support staff: Intake Care Coordinators and Scheduling Supervisors
    • Facilities: plant, property and equipment; maintenance, janitorial, moves and changes, phone system
    • Pharmacy and Laboratory Department support staff
    • Materials Management: clinical and office purchasing services
    • Mental Health Department clinical support staff: MAs and front office
    • Wellness Department clinical support staff: MA's and front office
    • Effectively develops and implements policies and procedures that optimize performance and minimize risk
    • Effectively develops, implements, and monitors the annual staffing (operating) plan
    • Addresses Joint Commission Standards and HRSA regulations/requirements Lead the Directors, Managers and Supervisors in the above departments to carry out PHC's operating objectives in a competent and professional manner, specifically:
      • Assists staff with the implementation of departmental goals, policies, procedures, and reporting tools through effective use of performance metrics.
      • Ensure all staff are trained and working at the top of their licenses and at the highest standards, and are sufficient in number to support providers
      • Manage staff within regulatory and labor laws, and ensure training compliance across the organization within standards and regulations
      • Ensure employee satisfaction and engagement, through servant leadership traits.
      • Ensure clinic, property, equipment, and automated phone system serve the needs of the patients and the organization, while providing a safe environment for patients and staff
      • Ensure strong participation in QI program within all operating departments
      • Ensure special program services provide for the needs of the patients
      • Ensure immunization registry is maintained up-to-date
      • Manage available resources in accordance with agreed upon standard metrics of FTEs per provider hours.
      • Ensure accurate demographic, insurance and clinical data is entered by support staff within all operating departments Work closely with PHC's CMO to ensure PHC provides quality clinical services to its patients, specifically:
        • Ensure clinical operating policies, procedures and clinical systems that meet Joint Commission standards, NCQA Patient-Centered Health Care, HRSA, and other applicable federal and State requirements, are implemented and maintained
        • Maintain patient satisfaction levels above 80%, measured regularly
        • Ensure a safe and clean environment of care that meets Joint Commission standards.
        • Ensure a service delivery model that meets the needs of the center's target population, optimizes patient care and provides successful provider support system
        • Manage and evaluate contractual relationships with providers who provide services that PHC does not offer, but are required for PHC to meet HRSA FQHC requirements for availability, accessibility, quality, comprehensiveness, and coordination (ie, laboratory and radiology) in collaboration with the Chief Administrative Officer. Work closely with PHC's CFO to maintain a financially viable and cost-competitive health center, specifically:
          • Ensure that the CFO has all information necessary to develop a budget that meets health center goals and objectives three months prior to fiscal year end
          • Provide all information necessary and assist in planning for facilities and major equipment needs
          • Implement and monitor the operating budget, ensuring optimal patient access to primary and preventive services and other health and social services provided by PHC
          • Regularly monitor financial statements, operational budget and productivity reports
          • Recommend and take appropriate action as needed to ensure financial viability
          • Ensure revenue cycle is optimized in operational areas
          • Ensure supplies and equipment are purchased at "best value" prices Experience and Skills: Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.-- Education/Experience:
            • Master's Degree in Nursing, Health Administration or Business Administration or related field highly preferred.
            • 7+ years of experience in an executive leadership position with an organization with 450+ employees, preferably at the COO level
            • Successful experience in planning and implementing programs
            • Knowledge of Ambulatory or Acute Care Hospital Management, Facility Management, IT Management and the Primary Care/Out Patient environment
            • Understanding of the Call Center/Front Office environment
            • Thorough knowledge of public and private health care coverage programs
            • Solid understanding of Joint Commission and Health Resources & Services Administration (HRSA) standards
            • Experience with facilitating change management and communicating change to staff
            • Demonstrated commitment to providing culturally and linguistically competent health care to underserved communities. Desired Skills:
              • A visionary leader, with excellent logistical skills, who can develop and implement strategic and tactical plans to efficiently support teams through project conception, planning, budgeting, funding, change management, and implementation cycles
              • Sees leadership as an opportunity to serve others.
              • Exceptional management, mentoring, and leadership skills and a hands-on visible approach to staff management and interaction are required. Ability to delegate work responsibly
              • An effective consensus builder with strong leadership and communication skills, and significant experience in cost effective management
              • The analytic ability to resolve extremely complex short- and long- term problems requiring the application of clinical and management principles
              • The ability to promote and maintain good interpersonal relationships, and a proficiency in team building, conflict resolution, and group interaction; proven ability to manage diverse groups of individuals
              • Confident, organized, self-motivated problem solver
              • Excellent verbal, oral, and presentation skills partnered with high emotional intelligence
              • Exceptional physician relations skills are required
              • Exceptional community relations skills are required
              • Exceptional financial acumen and operations management expertise are required Licenses and Certifications:
                • Active Registered Nursing License preferred
                • Candidate must be able to successfully pass a full background check, and meet PHC's credentialing and privileging requirements Language Skills: Fluent in English and Spanish, both written and verbal preferred. Mathematical Skills: Ability to add, subtract, multiply, and divide all units of measure, using whole numbers, common fractions, and decimals. Ability to understand complex mathematical equations, statistics, and financial projections. Ability to understand and effectively use income statements, balance sheets, and general accounting principles. Reasoning Ability: Ability to recognize and solve complex problems, collect and analyze data, establish facts, propose effective solutions. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                  • Movement within health center complex environment repeatedly throughout the day
                  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions
                  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time
                  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population
                  • Ability to give and follow verbal and written instructions with attention to detail and accuracy
                  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
                  • Repetitive motion with word processing and data entry
                  • Heavy smartphone use, texting and email
                  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)
                  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool
                  • Ability to grasp, hold and pick up and reach with hands and arms
                  • Ability to frequently lift and or move up to fifteen (15) pounds
                  • Ability to occasionally lift and carry up to thirty-five (35) pounds (periodic lifting of supplies or equipment)
                  • Ability to coordinate multiple tasks simultaneously
                  • Ability to travel to and from other health center sites and community locations Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is regularly exposed to general office and health center area environment with frequent interruptions by staff, visitors and phones. The work environment is a clean, well-lit, well-ventilated, and temperature controlled environment. The noise level in the work environment is usually moderate. The hours of duty are Monday through Friday during the business day. The employee must be willing to work varied hours to accommodate meetings and special functions. Acknowledgment: This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The Employee may be required to follow any other job-related instructions and to perform any other job-related duties requested. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship.-- If you are having difficulties with the application process, please click here

Keywords: The Petaluma Health Center, Petaluma , Chief Operating Officer, Executive , Petaluma, California

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