Clinical Operations Supervisor

Oregon Health & Science University
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
Clinical Operations Supervisor
US-OR-Portland
Job ID: 2024-31288
Type: Regular Full-Time
# of Openings: 1
Category: Management/Supervisory
Portland, OR (Marquam Hill)
Overview

1. Personnel Management

• Clinical management and oversight of Medical Assistants at Doernbecher Children’s Hospital supporting General Pediatric & Adolescent clinic.
  
  • Meets regularly with staff to direct and review work.
  • Manage scheduling and attendance.
  • Initiate employee growth and development plans.
  • Engage with employee performance and conduct.
  • Provide feedback and coaching.
  • Conduct progressive discipline as needed.
  • Ensures regular staff meetings and communications.
  • This position works closely with the Nurse Manager and the HR Business Partner on all matters related to employee and labor relations.
• Adjust staffing and reporting times to maximize personnel resources in order to meet department objectives and exceed customer service performance standards.
• Conduct initial performance assessments and regular GROW conversations. Develop corrective action plans as needed.
• Build and maintain a work environment that reflects a positive atmosphere, high employee satisfaction and competence and a strong evidence of teamwork and team diversity.
• Encourage staff participation in planning, decision making, and problem solving.
• Monitor staff attendance, use of TACS system, and timekeeping practices. Ensure staff are adhering to the OHSU Attendance standards. Follow up with staff if needed around necessary coaching and/or discipline.

2. Operations Management

• Collaborates with the Nurse Manager to:
  
  • Lead process improvement initiatives, daily management system (DMS), and daily readiness meetings with staff, residents, and providers.
  • Determine daily staffing needs
• Responsible to carry out job duties in an ethical, effective, and professional manner, report potential compliance problems using the reporting process as outlined in the Code of Conduct. Model ethical and appropriate behavior that is in line with OHSU’s culture, professional standards, compliance and personal integrity.
• Participate in compliance training programs. Understand and comply with the Code of Conduct, OHSU and departmental policies and procedures, applicable rules and regulations.
• Serves as the primary time keeper for the department ensuring time cards are up to date and complete prior to pay period close. Process time card corrections and input necessary Vacation, Sick, LOA, etc.
• Serves as the Primary VFC Coordinator for DCH General Pediatrics & Adolescent Health Clinic.
  
  • Performs monthly clinic audit including but not limited to borrow report, inventory count, temp logs, etc.
  • Monitors vaccine inventory and orders supply as needed.
• Room Utilization
• Manages clinic room utilization through Qgenda

3. Administrative and Financial Operations

• Participate in strategic planning, developing short and long-term goals, review ongoing system-wide projects involving Ambulatory Outpatient Clinics specifically around clinical operations and Medical Assistants workflows, revise policies, procedures, and other managerial tasks.
• Monitor department compliance with government, professional, and internal regulations including DNV, CMS, OHSU Corporate Compliance, and OHSU labor unions. Develop and/or update policies and procedures to meet objectives as needed. Ensure adherence through regular monitoring of staff members and providing education.
• Attend regular leadership meetings including but not limited to:
  
  • Pediatric Ambulatory Monthly and Quarterly meetings
  • OHSU ambulatory leadership meetings
  • Clinic and department leadership meetings

4. Finance Operations

• Demonstrated fiscal accountability and effective use of resources.
  
  • Manages with guidance and support from the Nurse Manager for any applicable clinic expenses.
  • Ensures that adequate and appropriate funding is available for all approved expenses prior to submittal for approval.
• Monitor resources needed and purchase items needed to support productivity of staff and clinic. Coordinate assessment, planning and purchase of technical equipment. Monitor equipment repair needs and purchase or authorize the purchase of repair services.
• Assess needs for additional furniture or equipment and purchase necessary items as needed. Ensure that expenses meet functional, policy and budgetary requirements.
• Prepares necessary documentation for Nurse Manager review/approval.
• Assists Nurse Manager in budgeting expenses associate with clinic operations.

5. Other Duties

• Successfully complete the required MA initial training and core competency assessment before or during the trial service period.
• Completes all required update modules.
• Maintain core competencies and demonstrated continuous application of these skills throughout the period of employment.
• Maintains a clean, safe and orderly environment for the patients, family and clinical personnel.
• Maintaining supplies, equipment and forms, notifying appropriate personnel when cleaning and repair of equipment is needed following infection control policies, maintains knowledge of life safety, patient safety, fire and electrical safety and disaster plan.
• Assist with other duties as assigned.

Responsibilities

• Associate’s degree or equivalent education/experience

• Three years of Medical Assistant or Licensed Practical Nurse clinical experience in a high-volume medical practice clinical setting with direct patient contact. One of the years of experience should include supervisory work position.

• Demonstrated effectiveness in personnel management, including hiring, work assignments, performance assessment, counseling, and adherence to the terms of bargained contracts, discipline and dismissal.

• Exceptional leadership and customer service skills.

• Effective communicator in both oral and written venues and be comfortable addressing performance deficiencies with staff.

• Serves as a positive and professional role model.

• Demonstrated record of reliable attendance, punctuality and proven successful performance at past and present employers.

• Strong process improvement skills with the ability to make complex decisions.

• Outcome driven with the ability to achieve results in a timely manner.

• Excellent verbal and written communication skills and the ability to develop concise communications.

• Superb organizational skills and strong customer service orientation and experience.

• Basic medical terminology understanding.

• Current BLS certification at hire, AND

• One of the following four:

  • Current Oregon Practical Nurse License, OR

  • Completion of a nationally recognized medical assistant training program, including practicum (externship) of at least 160 hours, OR

  • Successful completion of a formal medical services training program of the United States Armed Forces, OR

  • Current Oregon Emergency Medical Technician (EMT) license (basic or advance) and national EMT registration with the National Registry of Emergency Medical Technicians (NREMT). OR

  • A valid Oregon Practical Nurse License.

• For those completing medical assistant training or formal military medical services training as referenced about in #2 or #3, one of the following certifications is also required:

  • The American Association of Medical Assistants (AAMA), awarding the Certified Medical Assistant (CMA).

  • The American Medical Technologists (AMT), awarding the Registered Medical Assistant (RMA).

  • The National Center for Competency Testing, awarding the National Certified MA (NCMA).

  • The National Health Career Association, awarding the Certified Clinical Medical Assistant (CCMA).

• Those qualifying under the EMT or LPN qualification as referenced about in #1 or #4, are exempt from above MA certification requirements.

• Registration/Certification must be maintained for the duration of employment.

• Ability to perform the job duties with or without accommodation.

Qualifications

• Bachelor’s Degree

• 3 years previous clinic experience in a supervisor

• Prior Pediatric or Primary Care experience, preferably including a Patient Centered Medical Home focus.

• Prior experience coordinating a program or project.

• Prior experience with Epic.

• Successful completion of Epic courses.

• Experience in an academic center.

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