Manager, Eye Dept Clinical Resources

Primary Objective

The Eye Department Clinical Resource Manager manages visual imaging and diagnostics clinical operations eye reserve staffing equipment and clinical trainers to ensure effective efficient delivery of high-quality patient care and an excellent patient experience.

Essential Functions

Manages:

• Manages ancillary ophthalmic clinical operations to ensureeffective efficient delivery of high-quality patient care

• Manages VIDC Eye Department trainer(s) and reserve staffing clinical staff including:
  • Developing & disseminating schedules
  • Managing time & attendance in the HRIS system as well as analyzing reports to ensure adherencetocompany policies and staffingoptimization
  • Assisting with performance management to include coaching and corrective action asneeded
  • Identifying individual growth and development opportunities to positively impact employee engagementperformance andretention
• Receives and reviews all urgent eye calls during normal business hours then works with the appropriate physician team physician or manager to schedule urgent calls.
• Responsible for regular rounding to identify opportunities for enhancement of safety protocols and develop action plan to address same

• Assist with managingancillary schedules in the EHRsystem.
• Oversees coordination of the apprentice clinical schedules and the medical student schedules.

• Monitor applicable dashboards reports messages &work queuesin the EHR system to optimize clinic operations

• Manages VIDC inventoryincluding:
  • Decrementing and receiving the inventory using the approved Purchasing workflow/process as provided by the Purchasing Department
  • Maintaining direct knowledge of the clinical supplies and medications in the corresponding location(s)
  • Partnering with providers and staff for successful and timely ordering
  • Establishing the workflow training staff and holding staff accountable to ensure timely supply submission andreceipt
  • Collaborating with the Purchasing Department to streamline ordering processes to include setting PAR levels identifying where supplies are stored and where and how they aredelivered
  • Stocking central supply and assigning the appropriate clinical staff to ensure rooms are appropriately stocked to the room specific PARdaily
  • Working with providers and the Purchasing Department on special projects as identified by Senior Leadership (such as establishing standards for supply ordering by specialty)
• Assist with ordering ancillary ophthalmic clinical (medical & pharmacological)and administrative supplies through the CEENTA delineated Purchasing System as defined by the Purchasing Department and ultimately the Finance Department
• Assist with managingancillary ophthalmic equipment purchases maintenance and repairs in collaboration with CEENTA leaders and staff using definedworkflows
• Supervise students from technical and clinical education programs as applicable

• Assist with maintaining vendor relationships
• Assistwith daily clinic functionsasneeded

Finance:

• Support the Senior Director of Ancillary Services with meeting financial objectives as outlined by Executive Leadership; examples include:
  • Reviewing monthlyfinancialstatements
  • Establishing methods to meet or exceed budgeted visit volume staff allocation &/or revenue
  • Managing the maximizationofpatient paymentcollection
  • Upholdingfinancial policies and procedures through staff accountability and patient education
  • Facilitating the annual strategic budgetary process forecasting need for capital equipment staff etc.
  • Identifying innovative revenue-generating or cost-saving measures

PatientExperience:

• Maintain patient relations by rounding in patient careareas and promptly and appropriately responding to questions or concerns escalating to the Senior Director of Ancillary Services asneeded
• Properly triages Urgent Eye Requests
• Document patient concerns into the electronic monitoring system
• Promote technological offerings that enhance the patient experience such as CEENTAs patient portal and online scheduling
• Collaborate with providers and staff to enhance the patient experience including training and coaching on patient experience objectives

Training& Communication:

• Assist with the development implementation and maintenance of clinical competencies for all ophthalmic clinical staff in collaboration with physicians and the Compliance Department
• Evaluate clinical competencies for all ophthalmic clinical staff and realize development opportunities for cross training of team
• Assist with the development and implementation of clinical workflows that promote organizational standardization in collaboration with physicians and the Compliance Department
• Ensure all staff are trained and up to date on company Policies and Procedures
• Maintain current knowledge of governmental quality and regulatory mandates and educate providers and staff on same
• Ensure staff are compliant updating certifications & completing annual required training asapplicable
• Train staff on new & existing workflows including reinforcing EHR system procedures
• Develop and implementoperationalonboarding & trainingplans for new employees in collaboration with the HR Department
• Engage in regular communication with staff including participation in one on ones and monthly staff meetings
• Support the Senior Director of Ancillary Services in maintaining provider relationships through open communication regarding clinic considerations and departmental updates

• Coordinate vendor trainings
• Assist the Laser Safety officer as needed with the coordination of laser maintenance and safety for the organization
• Ability to meet the physical and mental demands of the position
• The ability to work on-site
• Predictable reliable and prompt attendance

Skills and Abilities

• Must be able to manage and foster a teamenvironment
• Must have willingness to accept and lead change new processes and methods for continuous improvement to ensure quality and efficientoperations
• Proficient in Microsoft Office applications (Outlook Word Excel)
• Proficient in Electronic Medical Record systems
• Ability to communicate effectively & professionally (written and verbal)

Core Competencies

• Communication - Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Building Patient Loyalty - Effectively meeting patient needs; building productive patient relationships; taking responsibility for patient satisfaction and loyalty.
• Building Positive Working Relationships - Developing and using collaborative relationships to facilitate the accomplishment of work goals.
• Initiative - Taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive.
• Attention to Detail - Accomplishing tasks by considering all areas involved no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.

Clinical Competencies

Working knowledge of procedures and techniques involved in administering routine and special treatments to patients in the applicable clinical areas.

Clinical competencies must meet or exceed the requirements of ophthalmic clinical staff.

Accountability

Our mission is to be the premier eye ear nose and throat group providing comprehensive quality and ethical healthcare to all in the Carolinas; to provide a favorable environment for the delivery of healthcare; and to provide for the wellbeing of the physicians and the employees of Charlotte Eye Ear Nose & Throat Associates P.A.

The Manager of the Eye Department Clinical Resources impacts CEENTAs ability to achieve its mission by managing ancillary ophthalmic clinical operations staffing and equipment to ensure effective efficient delivery of high-quality patient care and an excellent patient experience.

Supervisory Responsibilities

This position supervisesVIDC Eye Department Reserve staffing and clinical trainer(s)staff and reports to the Sr. Director of Ancillary Services.

Education

High school diploma or equivalent required. Graduate of an International Council of Accreditation (ICA) accredited clinical training program or completion of an International Joint Commission on Allied Health Personnel in Ophthalmology (IJCAHPO) or American Academy of Ophthalmology (AAO) independent study course preferred.

Experience

One to three years supervisory experience in a medical office setting preferred.

Two or more years applicable Eye clinical experience required.

Certificates Licenses Registrations

Current Certified Ophthalmic Assistant (COA) or Certified Ophthalmic Technician (COT) certification from the IJCAHPO required. Certification must be obtained within 6 months of hire date.

Current BLS certification from the American Heart Association or American Red Cross Preferred.

Training Period

6-8 weeks ofon-the-jobtraining with the Director and clinical staff

Supply Ordering Training with the Purchasing Department; mandatory refresher training to occurbiannually

EHR training will beprovided

Work Environment

The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Eye Department Clinical Resource Manager functions in a multi-specialty clinic or clinics with high patient volume. This role may be exposed to contagious or infectious diseases and therefore may be required to wear personal protective equipment at times. This position routinely uses ophthalmic imaging equipment and standard office equipment including computers and multi-line telephones.

Position Type and Expected Hours of Work

This is a full-time exempt position with core business hours Mondays - Fridays. Hours are subject to variation based upon business needs.

Physical Mental and Other Requirements

The physical and mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• Frequently moves clinical &/or office supplies.
• Occasionally assists with moving or positioning wheelchair bound patients and/or clinical equipment.
• Frequently required to stand; walk; sit in front of a computer; type; perform repetitive mouse clicks; use hands to finger handle or feel; and reach with hands and arms to assist patients and/or providers/staff.
• Occasionally required to climb stairs squat kneel or carry.
• May support procedures or services requiring fine manipulation.

Mental Demands:

• Ability to problem solve
• Ability to work under pressure
• Ability to make quick decisions
• Ability to supervise others
• Ability to thrive in a fast-paced environment
• Ability to use discretion and sensitivity
• Ability to interpret data

Other Requirements:

• Active & Current Drivers license
• Clean driving record
• Consistent and Reliable Transportation
• Polite and professional disposition

Travel

Travel to other CEENTA locations required depending on business needs.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. In addition to those essential functions identified above individuals in this position are also responsible for performing other duties or tasks that may be assigned. CEENTA retains the discretion to ad or change the essential job functions of this position at any time without notice.

A Typical Day in the Position

A typical day for the Eye Department Clinical Resource Manager involves managing &/or assisting with daily operations of ancillary ophthalmic clinical departments to ensure providers and staff can deliver effective efficient high-quality patient care that results in an excellent patient experience. In addition they review and respond to all urgent eye requests working with the physicians their teams managers and the call center. They promptly and appropriately respond to questions or concerns from patients providers and staff. The Eye Department Clinical Resource Manager oversees eye department reserve staffing clinical trainer(s) and a team of staff responsible for performing photographic imaging of all structures of the eye using highly specialized equipment to perform different imaging techniques such as fundus imaging angiography OCT imaging etc. They manage ancillary ophthalmic clinical staff schedules time & attendance and performance management. They maintain ancillary ophthalmic clinical supply inventory and ensure equipment is in good working order.

Equal Employment Opportunity Statement
The Company bases all applicant and employee employment decisions without regard to race creed color religion age gender identity or expression sexual orientation pregnancy genetic information national origin sex uniform service veteran status protected disability and any other category protected under federal or state law. This policy of equal employment opportunity applies to all policies and procedures relating to employment including but not limited to recruitment placement employee training and development promotion benefits compensation leaves of absence position elimination layoff recall termination and all other terms and conditions of employment. The Company opposes racial injustice and racial inequality. We strive to provide a diverse workplace wherever employees background and experiences are important and bring value to us as an organization. Employees should bring any violations of this policy to the attention of Human Resources.

The South Carolina Pregnancy Accommodation Act protects individuals from employment discrimination for medical needs arising from pregnancy childbirth or related medical conditions. The Act which amended the South Carolina Human Affairs Law also requires that employers provide reasonable accommodations for medical needs arising from pregnancy childbirth or related medical conditions. Should you have any questions please contact Human Resources.

Accessibility Accommodation Statement Charlotte Eye Ear Nose and Throat Associates is committed to complying with all applicable provisions of the Americans with Disabilities Act as amended (ADA) and applicable state and local laws. It is the Companys policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment on the basis of such an individuals disability. If you are an applicant and need a reasonable accommodation when applying for job opportunities within the Company or request a reasonable accommodation to utilize the Companys online employment application please contact .