Position is responsible for the planning, organization, direction and coordination of the Department of OB/GYN, Maternal-Fetal Medicine, General OB/Gyn, Urogynecology, Ultrasound, Fetal Care Center, Fetal Cardiovascular Center and Genetic Counseling Hofheimer Hall, SNGH, and DePaul clinical operations under the direction of the EVMS Department of OB/GYN Director of Clinical Operations. In addition, the position is responsible for the planning, direction, coordination and oversight of the Department of OB/GYN’s administrative support staff and administrative activities housed in the Hofheimer Hall office location. These responsibilities include, but are not limited to administrative staff supervision, faculty administrative support functions, grand rounds, clerkship, research support, day and night schedules for faculty and physician extenders for Maternal-Fetal Medicine, General OB/Gyn, and Urogynecology for all office locations and SNGH.
Position will be based in the Hofheimer Hall location; however incumbent will be expected to support department off campus locations when needed.
Position will be actively involved in daily practice support functions to ensure the delivery of quality health care. These functions will include hands on support and oversight within the Hofheimer Hall, DePaul and SNGH clinical operations to include, nursing, provider, and patient support and coordination throughout the day.
Monitor the clinical activities continuously to ensure that the Hofheimer Hall, DePaul and SNGH practices conform to the EVMS Medical Group’s Quality Standards and all applicable federal, state, and local laws and regulations.
Ensures development and implementation of policies and procedures governing all aspects of the clinical operations.
Provides a supportive and organized environment conducive to staff and provider individuality and creativity as well as responsibility.
Plans for and secures adequate resources to maintain optimum clinical care and workflow.
Demonstrates critical thinking skills needed for maintaining optimum clinical care and effective clinical workflow when faced with operational challenges such as provider and staffing shortages, emergency scheduling issues, electronic health record and telephone outages and other variables that frequently present within the clinical environment.
Proactively and continuously review all clinical schedules to identify potential issues impacting the flow of patients. Communicate well thought out solutions to alleviate or minimize the impact to work, staffing and patient flow.
Responsible for all facility issues for the 3rd and 5th floor Department of OB/GYBN space in Hofheimer Hall, SNGH (FDU), and DePaul.
Organizes and conducts required meetings which are well planned with appropriate participant preparation and actionable outcomes.
Responsible for working with the MFM Division Director to ensure AIUM Ultrasound Accreditation.
Maintains a customer-focused practice environment with a monitoring process to provide feedback for faculty and staff.
Provide staff with clear expectations of service levels; sets example by own behavior.
Develops and implements a service recovery process to ensure customers do not leave the clinical practice unhappy with their healthcare experience.
Ensures that a response is made in a timely manner to all customer complaints relating to the practice’s operation, or the department’s administrative support structure, either in person or by telephone; work with EVMS Medical Group Administrator and Department Chair to respond to complaints regarding medical care.
Work with each Division Director, the Department Chairman, and Director of Clinical Operations to resolve issues relating to workflow, overbooks, and schedules.
Responsible for Maternal-Fetal Medicine, Urogynecology, General OB, Fetal Care Center, and Fetal Cardiovascular Center provider hospital and third party payer credentialing.
Meets with providers on an individual and group basis to ensure an efficient working environment.
Ensures clinical areas are properly maintained, including cleaning and repairs.
Ensures that all public and waiting areas supporting the Hofheimer Hall, SNGH, and DePaul practices are neat and orderly.
Reviews and approves all purchase orders for Hofheimer Hall, SNGH and DePaul clinical operations as well as Hofheimer Hall department administrative purchase orders.
Monitors activities continuously to ensure that the practice conforms to the EVMS HS Quality Standards and all applicable federal, state and local laws and regulations.
Recommends resources needed to maintain optimum efficiency and productivity.
Work with Department IT staff, GE and sonographers to facilitate resolution of technical issues related to ultrasound and Viewpoint software.
Administers the recruitment, selection, assignment and training of support staff. Under the direction of the Director of Clinical Operations, approves all matters relating to employee’s evaluations, transfers, promotions, discipline, terminations and resignations for the Hofheimer Hall, DePaul, and SNGH clinical practices.
Develops and implements procedures for the use of temporary support staff when needed.
Responds to provider needs for equipment, equipment repair, and supplies in a professional and timely manner.
Ensures proper orientation of all providers and support staff.
Evaluates all personnel for whom there is direct responsibility, and reviews and approves evaluations of personnel completed by supervisory staff.
Assist Associate Chair of Administration and Director of Clinical Operations in developing an annual budget for the practice and short and long range goals for capital equipment and facility improvements.
Represents practice and/or department in meetings, on committees, or on project teams as warranted.
Develop plans and make recommendations concerning clinical operations, work flows, new methods and procedures in the operation of the clinical practices according to current trends, studies and needs of the department.
Oversees petty cash system at assigned locations.
Ability to work under stressful conditions; must be able to remain composed, tactful and calm at all times.
Performs other duties as required to effectively meet the needs of the practice.
A Bachelor’s Degree in business, healthcare management, or related field is required.
Three years of related experience is required. Large multi-specialty group practice is preferred. Computer experience including work processing and spreadsheets required. Health care software experience preferred.