Supervisor, Business Operations

The Business Operations Supervisor is the central coordination and management hub for the non-technical or in-direct operations of clinical engineering and communicates results or status of these functions to the Director and Managers of CE or other hospital management, as necessary.  In order to fulfill the position’s purpose, it requires the ability to understand technical aspects, knowledge of information systems management, and strong communication ability.  As such, the position has varied and significant responsibilities requiring the ability to manage, direct, and coordinate business, technical and clinical staff or activities necessary to support TCH’s medical systems.   Ability to work independently and access to sensitive/critical information is required in order to perform this job effectively.  This position reports directly the Director, Clinical Engineering and has interaction with other Managers, Directors, Executive Directors, Executive Staff, and clinical staff, including physicians.  

Definition:   Business Operations include the indirect or non-technical functions of supporting TCH’s medical systems.   Functions include, but are not limited to: CDMS (Clinical Device Management System), parts sourcing/ordering/receiving/returns, budget management, dispatch operations, supervisory duties, benchmarking (centralizing data for input), QA/QI reporting, problem solving, project management, vendor coordination, and other duties as required for business operations.

Day to Day Business Processes

•         Manages/supervises day to day operations of business office of clinical engineering.

•         Submits PO requests through Lawson and also Online Document System

•         Assures orders are completed in Lawson, deliveries in required time frames

•         Reviews invoices for proper content, appropriate sign offs, and follow through for timely payment

•         Supervises office staff or manages directly to reduce charges due to delayed returns, lost orders, improper shipping etc.  

•         Must be knowledgeable of Lawson Purchasing and Requisitioning System

•         Must be knowledgeable of Document Management System for requisitioning

•         Gathers information and orders capital equipment with Director’s approval

•         Coordinates or supervises other clinical engineering staff in these processes as necessary

•         Keeps Director, and Managers informed of current operational issues or status.   

Budget Operations / Financial Management

•         Performs tracking, trending, and analysis of the departmental operating and capital budget

•         Assist in the development of future operating and capital budget planning

•         Keeps up to date (to date) budget forecasts of current budget month for Director, CE

•         Prepares budget analysis and makes recommendations to Director for budgets

•         Recommends area for savings, efficiencies, and improved operations

•         Notifies CE Director of budget outliers or trends exceeding defined limits or thresholds.

•         Documents all cost-savings initiatives performed by the CE Department

Service Communication Operations (Dispatch and Customer Interactions)

•         Responsible for Dispatch and Service Reporting Functions.  Responsible for the overall communication within clinical engineering, to customer departments, and to outside customers or vendors.

•         Supervises Dispatcher and/or Office Staff

•         Responsible for Managing Dispatch Software Module of CDMS, run reports and make recommendations to improve service. 

•         Assists with proactive departmental and hospital-wide communications including bulletins, newsletters, or other formal communications

•         Assists with downtime coordination and communication with end users and CE leadership

•         Oversees operations of Physician Based clinical engineering services.

System Administration / Training – Medical Device Information System (CDMS) 

•         Overall System Administration of CDMS 

•         Responsible for ordering accessories/supplies for CDMS

•         Acts as Super User of System – Knows all modules

•         Primary contact between clinical engineering and CDMS vendor for operational aspects of system.  

Train