University of New England

Director of Clinical Operations

Basic Function

Responsible for the management and coordination of a multi-specialty, multi-site clinical practice system, including strategic and long-range planning   and administration of all services, programs and facilities of University Health Care (UHC) in collaboration with the Medical Director. University Health Care is a multi-site health system of the University of New England College of Osteopathic Medicine and advocates exemplary patient care service, education, life-long learning, and teaching in a premier academic setting for the communities that it serves.

Characteristic Duties & Responsibilities
Primary

• Plan, implement, administer, coordinate, monitor, and evaluate the specific functions, services, programs, and facilities of University Health Care, including operating policies, procedures, systems, and methods, working in collaboration with the UHC Medical Director with regard to all clinical operations.  Develop and modify UHC services, programs, facilities and operating systems in accordance with overall UHC objectives and resources, and patient and student/resident needs.
• Participate in strategic and operations planning for UHC, implement and maintain operating plans and annual implementation plans to meet UHC strategic goals and objectives.
• Participate with Vice President for Clinical Affairs, Medical Director and Associate Director of Finance to plan, administer, and oversee the operating and capital purchase budgets of UHC.  Participate in preparation of feasibility studies for new initiatives.
• Exercise full supervisory authority, directly and indirectly, over staff members as well as numerous contractual, part-time clinical staff, sharing responsibility for supervision of clinical staff with the Medical Director. 
• Plan and conduct, and oversee training programs and staff meetings. 
• Confer regularly with staff to plan and coordinate activities, assign and review work, assist with difficult or unusual tasks or problems, and the like.
• Participate in performance review of clinicians and staff.
• Develop, negotiate, and maintain contracts for clinicians, staff, and external business partners. 
• Ensure proper planning of staffing needs and work schedules.
• Plan, administer, and oversee the operating and capital purchase budgets of UHC.
• Plan, implement and administer UHC accounting, purchasing, patient billing, and financial reporting systems consistent with University policy and regulation.  Develop fee schedules in accordance with COM Associate Director of Finance.
• Perform a variety of key planning and maintenance functions associated with the allocation of fiscal, personnel, equipment, and space resources; development and assessment of programs/services and operating policies, procedures and systems; short- and long-term facilities improvements; development of overall marketing strategies and specific marketing plans; and the like.
• Participate in the UHC contracting process (meeting with Department Chairs, the Service Chiefs, the Medical Director and Associate Finance Director) to ensure that crucial timeframes and deadlines are met.
• Monitor all UHC operations and facilities regularly, and deal with a variety of problems that arise in conjunction with the Medical Director and Vice President for Clinical Affairs.
• Review and approve major and/or unusual financial or administrative transactions and reports.
• Ensure that applicable health and safety operating procedures are developed and used by staff, students, residents, patients, and visitors.
• Assure and monitor compliance with all federal and state regulations.
• Plan and administer appropriate administrative record keeping and reporting systems for UHC.  Prepare a variety of administrative/operations reports for internal use and for government agencies, professional associations, community organizations, and others as appropriate.
• Plan and review medical malpractice insurance for UHC annually.
• Plan, administer, and monitor appropriate quality assurance systems in conjunction with the UHC Medical Director.
• Confer regularly with the Vice President for Clinical Affairs, the Medical Director and other UNE administrators, staff and students to plan, coordinate and evaluate services/facilities/systems, exchange information, investigate and resolve problems, and the like. Serve on various College and University committees.
• Perform a wide range of administrative liaison functions with professional associations, community organizations, State agencies, area businesses, vendors, and others outside the University.
• Deal directly with patients as needed regarding unusual administrative/billing problems or complaints.
• Keep abreast of new developments and innovations in health services delivery and management.
• Understand, support compliance and attend training sessions as necessary with applicable sections of the University of New England’s Safety manual, other University policies, State and Federal regulations including but not limited to:
• HIPAA Compliance
• Billing Compliance
• Fire Safety Compliance
• MSDS and HAZCOM procedures and policies as part of UNE’s comprehensive OSHA compliance program
• OSHA’s Bloodborne Pathogen Standard (29 CFR 1910.1030) and Chapter 8 of the University of New England Safety Manual
  OSHA requirements (29 CFR Part 1910) for Personal Protective Equipment (PPE) as defined by the University Chemical Hygiene Officers, the Environmental Health and Safety Coordinator (EHSC), the supervisor and Chapter 17 of the University of New England Safety Manual.
• RCRA Standards
• Integrated Contingency Plan
• Radiation Safety Training standards
• Perform other related duties as assigned.

Supervision Exercised

Administrative and functional supervision, direct and indirect, of UHC employees and clinical staff.

Supervision Received

Direction is received from the Vice President for Clinical Affairs.

Qualifications

Bachelor’s degree in business or related field, and ten or more years of relevant administrative experience is required.   A Master’s degree is preferred (MBA or other associated advanced degree), or a combination of education and experience that provides comparable knowledge and skills. In addition, the Director of Practice Operations should have:

• Awareness of medical and health profession education guidelines and their ramifications for health care service delivery.
• Broad-based knowledge and skills related to health services administration.
• Excellent planning, organizational, administrative, personnel and budget management skills.
• Ability to communicate effectively with UNE administrators, staff, and students, as well as various outside organizations.
• Understanding and knowledge, and experience in performance improvement in the health care delivery system setting.
• Clinical background preferred.

Annual Training Requirements

• Code of Conduct
• Ergonomics
• Fire Safety
• Sexual Harassment