Clinical Operations Assistant

SUMMARY:  The Clinical Operations Assistant (COA) is directly responsible for the day-to-day clinical operations of all First Choice Community Health Centers (FCCHC) medical and dental sites per the guidance of the Chief Medical Officer. The COA is a member of the Management Team and is also responsible for directing key areas related to performance management, compliance and quality, business development, strategic and financial planning.

Key Performance Measures: Quarterly Performance Evaluation Score (Score Rating Targets: 90.0 or Higher= Extremely Effective, 80.0 – 89.0 = Performing at Expected Level, 70.0 - 79.0 = Less Than Effective, Below 70.0= Ineffective.)

Inputs may include direct observation, productivity and operational efficiency measures, patient satisfaction scores, UDS metrics, financial metrics, scorecard metrics, compliance measures, activity measures, employee survey scores, activities reporting checklist, and other operational measures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
(Other duties may be assigned.)

Key Performance Area I: Site Operations Management

1. Responsible for the performance of each of the First Choice Sites, as measured by site-level performance indicators and targets;
2. Creates and maintains the systems and processes necessary to successfully manage the organization's current activities and its projected growth;
3. Maintains a sound plan of corporate organization, establishing consistent application of corporate policies at each site; ensure adequate management development and to provide for capable management succession;
4. Develops and installs procedures and controls to affect both lateral and vertical two-way communication and adequate information flow across the organization, leveraging both verbal, electronic, and conferencing resources;
5. Establishes clinical operating policies consistent with CEO & CMO expectations and objectives and ensures their execution, using a balanced scorecard measurement system;
6. Evaluates the results of overall clinical operations regularly and systematically and reports these results, as well as any concerns, to the Chief Executive Officer and Chief Medical Officer;
7. Ensure clinical inventory levels of supplies are maintained utilizing a cost effective approach-cost containment;
8. Assist with the monthly submission of the Clinical Performance Measures Reports and FCCHC obtaining and monitoring Patient-Centered Medical Home recognition via NCQA;
9. Regularly visits all sites to promote collaboration and communication, assess staff performance, monitor operational efficiency, and assess compliance with established standards of practice and standards of care; validates performance with hard data and routine “spot checks” in key areas. Each site should be visited a minimum of once per week, either by COA or the Performance Improvement Coordinator. Address and follow-up on any issues which are identified and report resulting actions.

Key Performance Area II: Performance Management of Subordinate Employees

1. Oversees personnel who direct site-level and department activities that implement the organization's policies; positions managed include Team Leaders (intra-site), and Clinical staff (LPNs, MAs, MLT, Phlebotomist, X-Ray). (Note: The COA is ultimately responsible for the performance of the individuals in these positions);
2. Directly supervises sites and oversees the daily clinical operation of all sites, implementing policies and procedures, and expectations set forth by the CEO, CMO and Board of Directors;
3. Develops work plan strategies in support of organizational goals and objectives for the sites in conjunction with the Team Leaders that are consistent with those of FCCHC. Regularly monitors progress in meeting objectives and revises plans and priorities, as necessary;
4. Meets regularly with clinical staff to assure coordination of activities, adherence to health and business plan, and consistent application thereof;
5. Facilitates staff education and in-services in the areas of safety, infection control, OSHA, TB control, competency checklist and performance improvement.  Conducts and reviews annual CPR verifications;
6. Performs appropriate credentialing activities for all permanent and temporary clinical employees as well as assurance of proper current licensure and continuing education. Initiates and participates in staff in-house, in-service education;
7. Responsible for the timely and accurate completion of Performance Evaluations and other personnel actions for direct reports per established procedures.

Key Performance Area III: Quality, CQI, and Process Improvement

1. Directly or indirectly (via Performance Improvement Coordinator)