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Chief Operating Officer

Operations
Status: 
Full Time
Department: 
Operations
Location: 
Warren Street
Hours: 
Full Time
Description: 

MAJOR FUNCTION:
Under the supervision of the Chief Executive Officer, the Chief Operating Officer is responsible for developing and implementing organizational Policies and Procedures along with Standard Operating Procedures and directing activities related to licensure and regulatory issues; risk management; human resources; administration services, including patient scheduling and registration, financial counseling and billing; maintenance, housekeeping and physical plant operations; safety and security; patient transportation; and claims management activities.  Performs related work including, but not limited to, ESSENTIAL FUNCTIONS:
 
ESSENTIAL FUNCTIONS:
• Participates in site reviews conducted by federal, state and other officials to assure access to and review of needed materials, lists, inspections certificates, and other materials which document compliance to guidelines, regulations, etc.  Attends exit conferences; reviews findings with CEO and Management Team members; prepares responses as required; and, follow-ups with responsible Department Heads to assure that findings have been addressed.
• Oversees the operation of the human resources functions, including updating and maintenance of personnel records; assures that required  licenses are maintained; keeps records of attained degrees and continuing medical and other educational activities; assures regular recruitment for vacant positions; participates in interviewing and screening processes; assures that references are obtained regarding previous employment; makes recommendations as required.
• Provides leadership responsibilities to the Administrative Services Departments, including patient registration activities, patient financial counseling and billing; assures that procedures are in place for efficient patient flow between front desk and clinical areas.  Assures that sliding fee scales are properly developed and applied for patient services; periodically audits daily patient fees and collections to assure that cash is collected according to approved sliding fee scales other fee for service charges.
• Develops policies and procedures for the operation of patient registration and annually updates materials to assure compliance with Management and Board policies and administrative procedures; serves as liaison to the Medicaid Eligibility staff assigned to Austin by the Mercer County Board of Social Services, assuring that assigned functions and activities are in accordance with agreements with County officials.
• Assists the CEO and the CFO in the development of budgets, specifically as they relate to operational costs and personnel.  Makes recommendations for positions and appropriate salaries in accordance with compensation schedules approved by the Human Resources Committee of the Board of Directors.
• Responsible for facilitating the Claims Management process and serves as the point of contact on all claims.  Responsible for life, safety and security issues related to each of the four physical plants operated by Austin Health Center; prepares an annual plan to assure on-going maintenance and up-keep of each site; provides leadership to maintenance Staff and is responsible for the daily monitoring of activities specified in contracts and agreements with maintenance companies, snow removal contractors, electrical, plumbing, communications, and general facility operational activities.  Assures that medical and office equipment are in good working order and that maintenance agreements remain in force and annual inspections are performed.
• Ensures proper, daily supervision of security staff; assures the availability of staff for daily, evening and weekend coverage as required; monitors the security of facilities and responds to issues related to security systems, security contracts and attempted break-ins.
• Responsible for the daily supervision of patient transportation vehicle, including the driving staff and patient related issues; maintains a weekly record (log) of mileage and gas purchases; assures regular maintenance of both the patient and utility vehicles; assures that vehicles are properly inspected.
• Maintains a current listing of all liability insurances, policy coverage dates, coverage specifications, payment amounts and due dates.  Reviews annual premiums to assure competitiveness with industry standards.  Maintains contact with insurance brokers and other representatives regarding issues of liability and coverages.  
• Assist the CEO in developing long-range plans for operational efficiencies and participates in the annual review and revision of corporate documents, policies and procedures.  
• Greets all patients/clients/customers via telephone and directly in a personal and professional manner.
 
ADDITIONAL RESPONSIBILITIES:
• Assumes other duties as assigned by Chief Executive Officer.
• Maintains Personnel Policy and Procedure Manual and the oversight of their implementation.
• Attend Board of Directors meetings and provide staff support to Board By-Laws and Personnel Committees.
 
EDUCATION:
Graduation from an accredited college with a Bachelor's Degree in Public Health Administration, Business Administration, Health Planning or other related field.
 
PREREQUISITES FOR THE JOB:
• Minimum of (5) years of senior level administrative, three (3) years of which shall have been in a health care organization such as hospitals, ambulatory care facilities, nursing homes, health maintenance organizations or group medical practices.
• Proven ability to recruit, train and motivate personnel in order to balance staffing strength with profitability and growth.
 
PERSONAL CHARACTERISTICS
• Strong analytical, numerical and reasoning abilities.
• Participatory management type - advocates team concept.
Well-developed interpersonal skills; ability to get along with diverse personalities.
 
ORGANIZATIONAL RELATIONSHIPS:
• Accountable to the Chief Executive Officer for all phases of activities.
• Advises, consults, coordinates with:
o Chief Financial Officer - Budges and expenditures, policies, long and short term planning, revenue projections, information Services requirements, approval of PC software programs.
o Chief Medical Officer - Efficient and effective clinical functioning, licensure and regulatory issues, staffing, safety and security.
o Nursing Supervisor - Efficient and effective clinical functioning, staffing issues.
o Manager, Program Development/Grants Management – grant writing, needs assessment, program development and implementation, grants administration, long and short term planning.
 
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.
• While performing the duties of this job, the employee is regularly required to walk and talk or hear.  The employee frequently is required to stand and use hands to handle, finger or feel objects, tools or controls.  The employee is occasionally required to sit; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move up to twenty-five (25) pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
 
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.