Clinic Manager - Kingston, Canada - Kingston Ophthalmology & Vision Sciences Centre

Description

Job Summary

Reporting to the Medical Director and working in close cooperation with the President and Board of Directors, the Clinic Manager will be responsible for providing leadership and strategic direction for several functions and processes fundamental to the operation of KOVSC.

These areas include but are not limited to financial management, recruitment and retention, registration/reception, supply chain management, administrative management, and customer service.

Through effective management of the KOVSC team, the incumbent ensures excellence in support and services provided to the patient population at KOVSC.

In conjunction with the board, the incumbent strategically directs the execution and advancement of all KOVSC priorities and initiatives. The incumbent is also responsible for liaising closely with the KOVSC physician group, and KHSC staff as needed.


KEY RESPONSIBILITIES:


Management:

• Provide leadership to the KOVSC team and ensure the provision of professional and courteous care of all patients
• Ensure the provision of functions and processes fundamental to the operation of the KOVSC
• Recommend and undertake projects and initiatives (or as assigned by the board), with continuous focus on improving processes and longterm operational effectiveness
• Maintain an understanding of the issues and concerns affecting staff and patients of KOVSC
• Create a positive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated into decisionmaking
• Present leadership ideas for improvements to practices, procedures and guidelines, recommend and implement any initiatives, e.g. patient access and process flow improvements.
• Ensure compliance with patient safety practices and procedures, including appropriate transfer of information and verification processes
• Authorize, report, process and audit employee time details, create and authorize schedules, ensuring safe and efficient resource allocation; monitor and control pay details, such as overtime, leaves and shift trades
• Address and trouble shoot technical and equipment issues accordingly

Human Resources:

• Plan, prioritize, and manage the work of employees, providing strategic and tactical advice, guidance and coaching; identifying the need for staff resources; participating at Board and committee meetings as required; and make effective recommendations regarding employee selection.
• Manage performance by establishing performance standards, reviewing, and evaluating performance, and conducting formal performance reviews on an ongoing basis.
• Assess staff training and development needs and ensure that employees receive training required to improve and sustain successful performance
• Investigate, address, and resolve employee issues, including disciplinary matters
• Make decisions or effective recommendations on matters involving possible discipline, discharge, and probationary termination; motivate, coach, and supervise staff within the clinic

Finance:

• Create, analyze, and monitor the budget and associated reports; ensuring budgetary control procedures are followed and regularly reporting on all financial processes to the board
• Balance fiscal management with service delivery needs, explain budget variances and authorize expenditures for all clinical requirements
• Have oversight of the KOVSC bookkeeper and/or controller. This may require adapting work with offsite, contracted services
• Work closely with the Financial Officer in compliance with the Financial Policies and Procedures Handbook
• Weekly entering and submission of medical billing codes for diagnostic imaging in the EMR
• Weekly billing audits with the EMR to ensure all have been sent to CabMD, and to address any issues that may arise
• Weekly deposits of cheques and cash received

Administration:

• Develop and maintain policies and procedural guidelines for administrative and clinical functions within KOVSC.
• Build and effectively manage relationships with key units within KHSC and within the community to facilitate communication and integration with KOVSC
• Take a leadership role in the assessment, development, implementation, and review of policy and procedural needs of the clinic.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Ensure historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records
• Work with KOVSC physicians to create and maintain Excel spreadsheets for clinic utilization and distributing as necessary
• Advise KOVSC leadership of physician availability to update the general calendar
• Maintain KOVSC shared calendar outlining physician clinics, use of space by other sources, and assigning time for diagnostic testing
• Maintain EMR accuracy with availability in schedule accordinglyWork alongside the KOTC program management to ensure adequate placement oppor