Assistant Center Operations Director

Northwest Extremity Specialists; Portland (ME); On-site; USD 52,000 - 78,000; Full time

Job summary

Northwest Extremity Specialists is seeking an Assistant Center Operations Director to support the Regional Operations Director and ensure high-quality patient care and service. The role focuses on front-office operations, staff coordination and seamless patient intake processes.

The ACOD will assist in scheduling, policy development, training and budgeting, while collaborating with clinicians and management to optimize center performance and patient experience.

Qualifications

• Experience in a medical setting preferred.
• Excellent verbal and written communication skills.
• Strong organizational abilities and attention to detail.
• Ability to handle sensitive information with discretion.
• Supervisory or office-management experience preferred.

Responsibilities

• Assist with planning work schedules and daily duties.
• Support regional operations director and center staff.
• Coordinate front-office activities and patient flow.
• Help develop policies, procedures and training.
• Contribute to budgeting, reporting and compliance.
• Work with management, staff and physicians across departments.

Skills

Service mindset

Telephone etiquette

Professional demeanor

Oral and written communication

Diplomatic communication

Organizational skills

HIPAA/PHI handling

Team collaboration

Problem-solving

Tools

Word

Excel

Job description

Job Description

The Assistant Center Operations Director (ACOD) will assist and support the Regional Operations Director with ensuring that the optimal level of care and patient service is delivered to all patients. The ACOD will assist with leading and managing center support staff and handling the daily operations of the front office.

The ACOD will assist with coordinating center activities, general facility management, advising patient flow throughout the center and supporting the medical providers in the delivery of patient care especially related to the patient intake and registration process.

Job Duties and Responsibilities

Oversight of Responsibilities:

• Assists in planning and preparing work schedules and assigns colleagues to specific duties.
• Assists in ensuring the financial performance of the center.
• Assists in developing and maintaining new policies, procedures and training programs for the assigned center.
• Assists with hiring, training, and evaluating Center operations personnel.
• Assists in the preparation and review of operational reports and schedules to ensure accuracy and efficiency.
• Assists in preparing annual budgets
• Ensures all certifications are current and regulatory procedures are adhered.
• Coordinates all administrative (front office) functions of the medical practice.
• Assists in the development, review, and revision of standard operating policies and procedures in collaboration with senior management.
• Works in a collaborative role with the management team, staff and physicians in the clinical practices, as well as related departments throughout the organization.
• Other duties as assigned.
• Duties, responsibilities and activities may change at any time with or without notice.

Welcoming:

• Strong service mentality and a focus on achieving all aspects of defined service standards
• Excellent telephone and personal etiquette
• Warm, positive, energetic demeanor

Respectful:

• Effective oral and written communication skills
• Tactful and diplomatic communication style
• Outstanding professional demeanor
• The ability to properly handle sensitive and confidential information (including HIPAA and PHI) in accordance with federal and state laws and company policies

Skillful:

• Working knowledge of principles and practices of personnel recruitment, selection, coaching and other aspects of performance management
• Proficient in computer applications such as Word and Excel
• Strong organizational skills
• Ability to coordinate and prioritize multiple tasks and work on multiple projects/tasks simultaneously in a fast-paced environment without direct supervision
• Ability to identify areas of opportunity, develop a plan of action to improve, implement and evaluate plan effectively
• Ability to resolve colleague, client and patient issues in an effective and timely manner.

Experience:

• Three (3) or more years of experience in medical setting preferred.
• Proficient computer skills preferred.
• Supervisory skills with previous medical office management and/or supervisory experience sufficient to address staffing and human resources preferred.
• Strong interpersonal skills, especially in the areas of patient and physician relations.
• Consistent track record with customer service, training, and ability to empower others to effect positive change.

Qualifications:

• Employee must be in good standing (no documented counseling, suspension or disciplinary issues in a 12-month period).
• The employee must have at least 6 months consecutive service in his/her current position before he/she is eligible to apply.
• Excellent verbal/writing skills.
• Outstanding organizational abilities.
• The ability to work well under deadlines.
• Excellent telephone and inter-personal skills.
• Absolute discretion with regard to confidential information.