Manager Ambulatory Clinic Operations

WVU Medicine; Northern (KY); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

BARNS Administration

Job summary

WVU Medicine is seeking a senior operations leader to plan, organize and oversee daily operations across ambulatory sites. You will manage patient access, scheduling, registration and managed care workflows within a multi-campus health system, ensuring compliant, efficient day-to-day performance.

The role emphasizes process improvement, staffing, budgeting and collaboration with clinical and administrative leaders to deliver high-quality patient care and reliable service delivery.

Qualifications

• Bachelor’s degree in Business Administration, Health Care Administration, or related field with 1 year healthcare experience and 1 year supervisory/management experience; OR High School diploma with 3 years healthcare experience and 1 year supervisory/management experience.
• Master’s Degree in Business Administration or related field (preferred).
• Three years of experience in healthcare setting (preferred).
• Certification and proficiency status within Prelude and Physician Clinic Registration revenue cycle readiness (preferred).

Responsibilities

• Plans, implements, manages and evaluates delivery of operational processes related to patient care.
• Ensures ambulatory registration and centralized scheduling staff provide quality service per policies and standards.
• Identifies opportunities to improve patient processes with staff and peers.
• Develops and enforces organizational policies and procedures; ensures compliance.
• Promotes customer satisfaction in a professional, constructive manner.
• Collaborates with leadership and Ambulatory Clinics to meet program goals.
• Manages ambulatory clinical site operations to ensure effective service delivery.
• Determines service needs for patients and staff; ensures patient-focused care.
• Reviews outcomes and evaluates operational systems for ongoing improvement.
• Creates a work environment for continuous quality improvement and staff development.
• Collaborates with medical staff to review practices and resolve issues.
• Hires, mentors, evaluates and coaches staff; ensures HR policies compliance.
• Develops staff orientation, training and professional development.
• Manages ambulatory operations and call center budgets; plans staffing and costs.
• Participates in committees and additional projects as assigned.
• Oversees registration, authorization and verification to ensure billing compliance.
• Tracks performance metrics to maximize ambulatory service contribution.
• Acts as liaison with internal/external customers and providers.
• Supports new processes and clinical business development; drives quality initiatives.

Skills

Accounts receivable management

Billing and collections

Registration and managed care revenue

Financial skills

Technical skills

Oral and written communication

Analytical skills

Regulatory knowledge

Spreadsheet

Word processing

Education

Bachelor’s degree in Business Administration/Health Care Administration

High School diploma or equivalent

Job description

Coordinates, plans, leads, manages, and oversees all aspects of daily operations within ambulatory sites of service. Plans, organizes and directs business processes related to patient access (to include scheduling, registration, check-in, referrals and managed care) into multi-campus, multi-organization healthcare system including all ambulatory sites of services. Provides analysis, leadership and management for long-range planning and ensure efficient daily operations. Interprets government regulations and contracts to ensure all entities comply accordingly.

Minimum Qualifications

• 1. Bachelor’s degree in Business Administration, Health Care Administration, or other related field AND one year (1)of experience in a healthcare setting AND One year (1) year of supervisory/management experience; OR High School diploma or equivalent AND Three years (3) of experience in a healthcare setting AND One year (1) of supervisory/ management experience.

Preferred Qualifications

• 1. Master’s Degree in Business Administration or related field
• 2. Three (3) years of experience in healthcare setting
• 3. Certification and proficiency status within Prelude and Physician Clinic Registration revenue cycle readiness.

Core Duties and Responsibilities

• 1. Plans, implements, managers and evaluates the delivery of operational processes as it relates to patient care in accordance with the policy and procedures, philosophy and mission.
• 2. Ensures all ambulatory registration and centralized scheduling staff provide quality, effective service that is consistent with relevant policies, procedures and access and service standards.
• 3. Works closely with staff and peers to identify opportunities to improve patient processes.
• 4. Facilitates the development of organizational policies and procedures and ensures compliance.
• 5. Promotes customer satisfaction in a professional, constructive manner.
• 6. Collaborates with leadership, Ancillary Services & Ambulatory Clinics to ensure program goals are established and achieved.
• 7. Responsible for the management, organization and delegation of operational aspects within the ambulatory clinical sites to ensure effective, efficient delivery of services.
• 8. In conjunction with leadership and in accordance with mission and goals, determines the service needs in terms of patient and staff requirements. Assures that staff provides patient focused care. Resolves patient care issues as identified.
• 9. Reviews outcomes and evaluates operational systems to ensure ongoing improvement.
• 10. Creates a work environment that promotes continuous quality improvement, team building and ongoing personal development.
• 11. Collaborates with medical staff and other personnel in promoting and planning optimal patient services. Collaborates regularly with physicians and ancillary service providers to review practices, services and resolve issues.
• 12. In conjunction with leadership, selects, hires, terminates, managers and evaluates the effectiveness of employees on a continuous basis. Promotes teamwork, contributing to positive employee morale. Performs performance reviews as assigned. Coaches and counsels to correct identified performance deficiencies. Establishes goals and provides follow-up within established Human Resources policies. Ensures compliance with policies and ensures staff meet the established access and service standards. Devises communication system to keep all personnel informed of operations.
• 13. Fosters a competent staff through the provision of orientation, in-services, continuing education programs and professional development.
• 14. With oversight of leadership, develops and monitors the ambulatory operations, call center, budgets for personnel, materials and services. Assures cost effective staffing patterns, reviews trends and variances to develop long range plans for budget needs.
• 15. Participates in committees, representing ambulatory sites of service as requested and completes additional projects as assigned.
• 16. Responsible for the oversight of per-certification, authorization and verification functions to ensure registration and billing compliance, in conjunction with all organization management and providers.
• 17. Tracks key performance measures/success factors (quality, financial outcomes, productivity, etc.) to maximize ambulatory suites of service contribution to WVUHS.
• 18. Acts as a liaison with both internal and external customers, agencies and service lines.
• 19. Assists leadership with implementing new processes and procedures for all ambulatory sites of service and call center areas or as assigned. Assists in clinical business development and program expansion.
• 20. Facilitates and implements key operational initiatives relating to quality, patient satisfaction and employee engagement. Actively assists with performance improvement processes.

Physical Requirements

• 1. Prolonged sitting, standing, walking. Ability to effectively communicate with others both orally and in writing. Hearing and vision within normal ranges.
• 2. May require driving to locations other than the main hospital campus.
• 3. Ability to operate basic office equipment.

Working Environment

• 1. Basic office environment.

Skills and Abilities

• 1. Knowledge of accounts receivable management, billing and collections, and the registration and managed care components that affect revenue cycle operations.
• 2. Financial, technical and professional skills.
• 3. Oral and written communication ability to effectively represent the ambulatory sites of service and hospital in interactions with third party payers, patients, physicians, and other departments.
• 4. Analytical and problem solving skills as well as the ability to work and communicate effectively with other departments.
• 5. Working knowledge of local, State and Federal regulations pertaining to Professional billing and collections. In addition, Provider Based Billing that affect Professional and Hospital billing.
• 6. Ability to perform a variety of duties, ranging from direct involvement in various projects to coordination and supervision of the activities of staff.
• 7. Knowledge of spread sheet, word processing and office software applications.

Additional Job Description

Scheduled Weekly Hours: 40 Shift: Day (United States of America) Exempt/Non-Exempt: United States of America (Exempt) Company: BARNS Barnesville Hospital Cost Center: 500 BARNS Administration Address: 951 East Market Street Cadiz Ohio Equal Opportunity Employer West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws.

WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

The West Virginia University Health System is West Virginia’s largest health system and the state’s largest employer with more than 3,400 licensed beds, 4,600 providers, 35,000 employees, and $7 billion in total operating revenues. The Health System is comprised of 25 hospitals – including J.W. Ruby Memorial Hospital, an 880-bed academic medical center, and the 150‑bed WVU Medicine Children’s Hospital in Morgantown, West Virginia – and five institutes. To learn more, visit WVUMedicine.org.