At Houston Methodist, the Manager Department Operations position is responsible for impacting the management, planning, development, budget, and other administrative activities of a clinical department. Under direction, this position plans, manages and monitors operations of the department to support the clinical activities of the department. The Manager Department Operations position provides excellent customer service while maximizing revenue through efficient, effective and compliant procedures. This position will also work closely with leadership across the organization to ensure best practices are implemented along with a thorough understanding of financial and budgeting processes and principles, which allows the Manager Department Operations to assess earnings and spending to find areas for improvement.
The manager position responsibilities include managing the daily work activities of the work unit/department staff, ensuring quality, productivity, functional excellence and efficiency while assisting management in accomplishing strategic and operational objectives. In addition, this position provides guidance to staff and is responsible for staffing, budget compliance, contributing to staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and assisting in the development and implementation of policies and procedures to ensure a safe and effective work environment. This position also implements training, monitoring and operations initiatives that secure compliance with ethical and legal business practices and accreditation/regulatory/government regulations.
PEOPLE ESSENTIAL FUNCTIONS
- Performs management responsibilities of scheduling, supervision, retention, and evaluation of employees in the department. Provides development and mentoring of staff. Meets or exceeds threshold goal for department turnover. Develops direct reports to perform these same functions.
- Provides fair and consistent leadership and communication to maintain a competent and engaged employee group by conducting regular department meetings to review policies and procedures and operational matters, rounding on all employees, completing performance appraisals, conducting new hire feedback sessions, coaching/corrective counseling, and providing recognition/commendations to achieve desired outcomes. Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to accomplish a task or solve a problem.
- Facilitates and promotes effective team dynamics and teambuilding strategies within and between departments; participates and/or leads and facilitates department process improvements as needed.
- Meets or exceeds threshold goal for department and/or system metrics on employee engagement indicators.
- Maintains primary responsibility for department's clinical operations in terms of appropriate staffing levels, schedules, performance evaluations, and supply maintenance.
- Coordinates/screens all initial interviews for administrative support positions and makes hiring recommendations.
SERVICE ESSENTIAL FUNCTIONS
- Plans and organizes day-to-day department operations, schedule and activities. Sets priorities and functional standards, giving direction to staff as necessary to ensure the best possible delivery of service and high customer/patient satisfaction.
- Drives department service standards and activities to impact department and/or system score for patient/customer-based satisfaction, through role modeling and fostering accountability. Serves and actively participates on various entity committees as a voice for the department.
- Provides prompt and personalized service to all patients and staff. Interfaces with patients and staff to resolve patient satisfaction issues. Serves as the first-line contact for physicians, faculty and staff needing information or support regarding the clinical practice, as appropriate.
QUALITY/SAFETY ESSENTIAL FUNCTIONS
- Ensures a safe and effective working environment; monitors and/or revises the department safety plan and/or any specific accreditation/regulatory required safety guidelines.
- Uses and optimizes information systems to enhance operations; supports entity-specific performance improvement and data management/analysis functions.
- Employs a proactive approach in the optimization of safe outcomes by monitoring and improving the department workflow, using peer-to-peer accountability, and identifying solutions via collaboration. Adopts lean principles in driving process improvements. Role models situational awareness, using teachable moments to improve safety.
- Monitors self and employee compliance with policies, procedures, and System HR Standards of Practice and performs associated actions upon non-compliance (i.e., focal point review requirements, disaster plan, inservices, influenza immunization, wage and hour, standard hours, timely termination submission, timely timecard approval, etc.).
- Conducts analyses on all department-related areas such as utilization, patient satisfaction, revenue-enhancement opportunities, and cost-reduction opportunities.
FINANCE ESSENTIAL FUNCTIONS
- Assists in the development of department budget and ensures that the department operates in a cost effective manner. Manages/audits department expenses within approved budget parameters, ensuring that the department meets the budgeted/flex revenue and/or expense targets on a monthly and annual basis. Develops staffing plans and schedules to meet department needs that reflect understanding of the importance of cost-effectiveness.
- Implements department strategies to achieve financial target and staffing needs, developing others to do the same, through optimizing productivity, supply/resource efficiency, minimizing incidental overtime and overtime percentage, and other areas according to department specifications.
- Responsible for coordinating the front-end billing operations, as appropriate. Interfaces with Centralized Billing Office (CBO) to ensure that appropriate procedures are adhered to and that accurate information is being collected and submitted.
GROWTH/INNOVATION ESSENTIAL FUNCTIONS
- Identifies and implements innovative solutions for practice or workflow changes to improve department operations or other department-specific measures by leading unit projects and/or other department/system directed activities. Supports change initiatives, maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures.
- Proactively evaluates processes; recommends and implements action plan(s) for change; follows through to ensure effective, sustainable change. Participates in the development and implementation of new procedures and the review and revision of existing procedures.
- Identifies opportunities and takes action to build strategic relationships between one's area and other areas, teams, departments, and units to achieve business goals.
- Seeks opportunities to identify developmental needs of self and staff and takes appropriate action. Ensures own career discussions occur with appropriate management. Completes and updates My Development plan on an ongoing basis. Conducts conversations with staff on their development.
- Contributes to the development of annual goals and objectives for the clinic/department. Assists staff in achieving these goals via training and appropriate resources.
This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.
EDUCATION
- Bachelor's degree in business, hospital/healthcare administration, clinical or related field
- Master's degree preferred
WORK EXPERIENCE
- Five years in a healthcare professional/administrative capacity of progressively responsible staff experience within applicable field; may consider HM employee with four years experience who demonstrates progressive leadership abilities
- Experience in clinic management preferred
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