Manager Project SHINE - East Boston Neighborhood Health Center Corporation

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Time Type:

Department:

All Locations:

Description:

The Department Manager is responsible for overseeing daily departmental operations, staff and patient related matters; Supports the Director, and department leadership, with ongoing department development, monitoring of workflows, protocols and procedures and ensures timely and appropriate follow-through. Assists the Director in measuring the success of continuous improvement efforts in maximizing patient outcomes, achieving funders’ deliverables, and improved patient experience. Assures department delivers quality services in accordance with health center mission and with applicable policies, procedures, and professional standards. Participates in Project Shine’s Quality Management Projects. Provides administrative supervision to non-clinical staff, at the direction of the Director. Works closely with IT to request, create and modify reports to assist with improving patient care by maximizing staff performance. Oversee the department’s day to day operations, at the Program Director’s direction, managing schedules, departmental coverage, Workday operations, time off requests, and annual evaluations.

Essential Duties & Responsibilities

• Oversee the department’s daily operations, at the Director’s direction, and schedule administrative individual and group supervision meetings with non-provider staff.
• Coordinate an interdisciplinary schedule for all staff, un- der Director’s direction. This includes processing time- off requests both planned and unplanned. Evaluate staffing and workflow daily to determine staffing needs.
• Manages and communicate employee schedules (FTE grids), Time & effort, with the medical staff office, Workday, and Grants Management, under Director’s direction.
• Approves payroll, time-off requests within Workday.
• Monitor the productivity of professional staff by assisting with the utilization of existing reports and the creation of new reporting as determined by the department.
• Responsible for orientation of all staff to the EMR/MIS department, security access forms for MIS, scheduling of mandatory classes for new employees, and obtaining the provider numbers from MIS. Communication with IT about staff assignments and level of access.
• Completes staff performance evaluation with the assistance of medical director, administrative director and director. Schedules and prepares for provider reviews.
• Monitor and follow up on the mandatory compliance items for staff (CPR, PPD, ETI Annual trainings).
• Evaluate workflows with Director, Administrative and Medical directors to enhance efficiency and ensures ap- propriate and timely follow thou
• Collaborate with IT around the collection of data related to patients care. Create and co-manage performance re- ports and Quality Outcome Measures. Other Outcome responsibilities: facilitate the monthly Clinical Quality Management meetings in Project Shine, review data for HRSA quality measures periodically, work with the IT department to obtain data for quality measures, identify Quality Improvement projects and lead the team to develop workflows around the project, and attend regional quality improvement group meetings and share best practices.
• Coordinate the department review process
• Monitor daily status of support activities (mail, patient flow, desk and phone coverage). Supervises and evaluates assigned department staff.
• Problem solves internally and with the various departments in identifying areas for improving patient flow and overall departmental efficiency
• Assist directors in department continuous improvement Projects and other special project planning; solicit input from staff and involve staff in the implementation process as appropriate. Obtain statistics necessary and helpful in continuous improvement projects when need- ed. Attends monthly CQM meeting.
• Collaborates with ensuring grant funder compliance around data collection, reporting, expenditures, annual site visits, and standards of care.
• Participates in grant procurement process as needed by running reports, gathering data, writing specified sections, and program content development, and as directed by Director
• Liaison with internal departments, i.e., Finance, Human Resources, Clinical Teams, Medical Records, Interpreter Services, Facilities, Purchasing, Administration, and compliance as instructed by department directors
• Will work closely with Program Director to facilitate departmental meetings and will attend organization and funder monthly calls/meetings as instructed by PD.
• Maintain excellent punctuality and attendance and holds team accountable for the same.
• Promote a sense of “teamwork” through demonstration of self-direction and self-motivation. Solve problems independently or knows when to seek consultation.
• Supports EBNHC and departmental strategic goals and embodies the organization’s and department’s values.
• Promotes a culture of excellence, respect, teamwork, communication, psychological safety where all team members are supported to achieve excellence and can feel safe to express any concerns/questions.
• Will work with Program Director and Human Resources on disciplinary processes ensuring appropriate due diligence and communication around and performance matters.
• Displays outstanding customer service skills when inter- acting with all EBNHC customers.
• Adheres to all EBNHC and departmental policies and procedures
• Participate in required departmental activities and meetings.
• Participates in yearly budget process
• Identifies staff development, leadership and technical skills training opportunities for the team and for self.
• Will collaborate around patient engagement and creating formal opportunities for patients to provide input and feedback.
• Template management: Creates, enters and adjust templates and schedules, for all clinical staff.

EDUCATION:

• Bachelor’s or master’s degree in behavioral health, health care administration or related field preferred.

EXPERIENCE:

• Direct customer service in health care a plus
• Experience with data management and analytics.
• Prior healthcare operations and quality outcome measurement experience preferred.

SKILLS/ABILITIES:

• Strong computer skills
• Supervisory/ Team leadership skills
• Exceptional customer service and problem solving skills
• Excellent communication and interpersonal skills
• Strong organizational and time management skills
• Awareness and appreciation of the continuous improvement processes
• Awareness of state-of-the-art technology to solve operational issues
• Analytical skills necessary to review reports and identify trends/issues
• Demonstrates ability to work in a fast-paced environment per- forming multiple tasks simultaneously