Site Manager

Job description

Combined manager role for two outpatient sites (SPR - 801 Spruce St. and PAH - 330 S. 9th St.). Lead staff and manage operations for experienced outpatient therapy teams including: Orthopedics, Pelvic Floor, Hand, and Neuro (focused on Movement Disorders).
• JOB SUMMARY
• Direct, supervise and evaluate work activities of professional, technical, and clerical personnel.
• Establish objectives and evaluative or operational criteria for assigned units.
• Direct or conduct recruitment, hiring and training of personnel.
• Develop and implement organizational policies and procedures for assigned units.
• Conduct and administer fiscal operations, including accounting, planning budgets, authorizing expenditures, and coordinating financial reporting.
• Establish work schedules and assignments for staff, according to workload, space and equipment availability.
• Monitor the use of therapy services, inpatient beds, facilities, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.
• Maintain awareness of advances in medicine, computerized diagnostic and treatment equipment, data processing technology, government regulations, health insurance changes, and financing options.
• Manage change in integrated health care delivery systems, such as work restructuring, technological innovations, and shifts in the focus of care.
• Prepare activity reports to inform supervisor of the status and implementation plans of programs, services, and quality initiatives.
• Inspect facilities and recommend building or equipment modifications to ensure emergency readiness and compliance to access, safety, and sanitation regulations.
• Review and analyze facility activities and data to aid planning and cash and risk management and to improve service utilization.
• Develop or expand and implement medical programs or health services that promote research, rehabilitation, and community health.
• Support the development of instructional materials and provision of in-service and community-based educational programs.
• Performs patient care as needed/able.
• Performs Patient Service Representative functions as needed to support seamless clinic operations and excellent customer service.
• ESSENTIAL FUNCTIONS
• PATIENT / CUSTOMER
• Employees Satisfaction:
• Regularly meets with employees to improve communication and to build productive relationships.
• Continuously communicates to staff the importance of patient satisfaction, quality of care, and sound financial performance; and champions our successes and priorities for improving performance in meeting and exceeding patient and customer expectations.
• Analyze employee satisfaction data& identify opportunities for improvement.
• Collaborate with staff to develop action plans.
• Implement and follow through with action plans.
• Manage & eliminate process workarounds.
• Focus energy on collaboration and not blame .
• Establish/update processes and work practices for the unit/department:
• Manage and eliminate process workarounds by appropriately and consistently sharing with organizational partners the issues, which require their attention.
• Analyze employee satisfaction data on a quarterly basis and identify opportunities for improvement.
• Share data with staff and mutually identify opportunities for improvement within the department’s span of influence.
• Collaborate with the staff to develop action plans for improvement.
• Implement and follow through with action plan.
• Internal Partnerships:
• Works with GSPP leadership in developing programs, services and initiatives to anticipate future customer needs, build customer loyalty and generate profitable growth.
• Sets standards and drives operational integration of programs by ensuring alignment of communication to Leadership.
• Manage team and individual performance in alignment with the GSPP vision of service excellence:
• Drive patient/client loyalty and physician referral by ensuring staff under your supervision understand the GSPP commitment to service, their own work processes, and have the necessary skills to meet service expectations.
• Focus energies on collaborating in problem resolution rather than finding blame.
• Manage patient/client complaints and provide timely follow up to ensure satisfaction.
• Ensure that staff understand and demonstrate service recovery commitment.
• HIGH RELIABILITY PATIENT CARE
• Establish/update processes and work practices for the area of responsibility.
• Build work practices and team processes based on the Institute of Medicine’s (IOM) Six Aims for Improvement:
• Safe:avoid injuries to patients from the care that is intended to help them.
• Effective:provide services based on scientific knowledge.
• Patient-Centered:provide care that is responsible to individual patient preferences, needs and values and assuring that patient values guide all clinical decisions.
• Timely:reduce waits and sometimes harmful delays for both those who receive care and those who give care.
• Efficient:avoid waste, including waste of equipment, supplies, ideas, and energy.
• Equitable:provide care that does not vary in quality because of personal characteristics such as gender, ethnicity, geographic location or socio-economic status.
• In conjunction with all stakeholders involved in the patient care processes, institute operational changes based on data (e.g. PORTs, customized area operations data).
• Communicate, reinforce, and update as necessary environment of care procedures, (e.g. safety, security, hazardous materials, emergency, medical equipment, and utility management.)
• Continuously improve area operations to maintain and exceed internal/external regulatory compliance and achieve clinical excellence.
• Participates in and supports patient safety goals and initiatives
• Manage team and individual performance in alignment within the Institute of Medicine’s (IOM) Six Aims for Improvement.
• Communicate roles, accountabilities and performance measures to all staff.
• Identify unit quality metrics, review and track monthly; communicate to the staff, and develop/implement action plans to improve performance.
• Train staff in PORTs and encourage and use as intended to capture patient safety trends.
• Regulatory Compliance: (In partnership with Leadership Team)
• Ensures compliance with all federal, state and local regulatory standards and requirements, including JCAHO, Department of Health, funding agencies, FDA, HIPAA, HCFA, DPW and others.
• Ensures optimal condition of all equipment.
• Ensures order, safety, efficiency and cleanliness of clinical and office area.
• Participates in development of policies and procedures.
• OPERATIONS
• Change Management
• Proactively develops and implements change management strategy for major organizational activities and events
• Identifies and facilitates agreement of major messages which are consistent regardless of audience, credible and reflects GSPP’ core values
• Communication plans are effectively implemented
• Ensure appropriate follow-up of major issues
• Manage routine and crisis communications throughout the entity/community as they arise
• Demonstrates recognition of the systemic impact of employee communication and/or policy changes and solicits proactive feedback prior to implementation.
• Evaluates effectiveness of change and implementation plans.
• Financial Management
• Develop budget for individual AU/Dept based on assumptions and decisions made by GSPP Leaders.
• Budget management for AU/Dept.
• Seeks opportunities to reduce supply costs.
• Review Financial Reports monthly or monthly financial tool to ensure all activity within an AU is expensed in the month.
• Provide Accounting or appropriate Finance designee with accruals.
• Preview monthly expense reports to detect errors/discrepancies and resolve issues.
• Provide budget variance explanations to Finance and GSPP management monthly.
• Analyze and manage data as tool to manage expenses.
• Ability to balance financial and staffing models to achieve budget targets and organization objectives.
• Successfully negotiates resourcing needs across boundaries with partners as appropriate.
• MANAGER OF CHOICE
• Workforce Planning:
• Talent management plan in place for current and future staff
• Succession plan in place for critical positions
• Attract/Recruit:
• Recruitment of competent staff to meet operational needs (“scope of service” “products & services”) and who demonstrate the ability to be service orientated and align with the core values
• On-Boarding- proper orientation of staff to their roles, accountabilities and performance measures within probationary period
• Development:
• Development of staff - Encourages continuous growth and helps staff to realize full potential by identifying stretch objectives and creating learning plans
• Effective and timely performance management such that:
• Clearly defines work expectations
• Recognizes and rewards individuals for a job well done.
• Addresses performance issues immediately and directly.
• Conducts performance appraisals annually
• Retention:
• Employee retention strategy in place
• Positive employee relations
• Effective employee communications
• Employee total compensation is market based and competitive
• Employee recognition
• Compliance:
• Ensures that consistent, effective processes are utilized for establishing and monitoring the credentials of staff.
• Ensure continuous survey readiness
• Ensure department human resource management practices comply with labor law, state & federal requirements
• Employee safety
• 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Education
• Bachelor’s Degree in a clinical discipline preferred
• Work Experience
• 5 years of clinical experience required
• 1-2 years of prior supervisory experience preferred
• Licenses / Certifications
• Clinical license in appropriate discipline required