Manager Oncology Operations

Location: Winchester, MA
Job ID: 175251-1A
Date Posted: Jun 1, 2022
Category: Professional

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Job Description

Welcome To

Welcome to Winchester Hospital, part of Beth Israel Lahey Health. Winchester Hospital was the first hospital in Massachusetts to earn Magnet recognition, the American Nurses Association’s highest honor for nursing excellence, three times. It has since received the recognition a fourth time. As the northwest suburban Boston area’s leading provider of comprehensive health care services, the 229-bed facility provides care in general, bariatric and vascular surgery, orthopedics, pediatrics, cardiology, pulmonary medicine, oncology, gastroenterology, rehabilitation, radiation oncology, pain management, obstetrics/gynecology and a Level IIB Special Care Nursery.

 

About the Job

JOB SUMMARY:

Contributes to the Hospital’s mission by being responsible for the full operations of an extremely large, multiple facility physician practice, including but not limited to financial reporting and, through a team of qualified clinicians, providing quality patient care. Provides day-to-day supervision and long term performance improvement management to guide staff toward achieving the Center’s success factor goals and their associated initiatives.  This leadership position will impact patient, employee and physician satisfaction in this practice and on the practice's growth and financial stability.

 

QUALIFICATIONS

Education Required:  

  • Bachelor’s degree in a related field.

Education Preferred:   

  • Bachelor's degree in business or health related field.

Experience Required    

  • 4 years management experience in a physician practice or ambulatory setting, working with physicians in a large clinic/practice setting. 
  • Experience with business accounting and financial reporting.
  • Experience with quality measures management and reporting.

Experience Perferred:

  • At least 5 years of progressive roles in a physician practice.
  • Medical billing experience.
  • Experience with budget management.                                               

 

OTHER JOB REQUIREMENTS

Professional Commitment Requirements:  Keep abreast of developments in the field and/or licensure through continuing education, participation in professional organizations or a combination of both.

On-call:   May be contacted by practice in urgent situations, generally during regular hours of operations.

Schedule requirements:  Based on business needs. 

Travel requirements:  Travel among Winchester Hospital, Physician Services, BILH locations and/or WPA facilities may be required.

 

JOB FUNCTIONS

 

Operations:

  • Oversees and directs the day-to-day operations of a busy hematology/oncology practice to provide our patients with the most effective, efficient, safe, timely and patient-centered services possible.
  • Directly oversee the registration/check-in and scheduling teams and be accountable for achieving expected results.
  • Uses performance improvement methodologies to constantly improve processes by removing variation and waste.
  • Creates, updates, and continually monitors the practice's key indicators’ outcomes.  Uses this information to constantly improve operations.
  • Remains current on supervisory and the field’s best practices and trends.
  • Ensures OCM, ACO Commission on Cancer, and other Quality Initiative metrics are met.

Growth:

  • Identifies and recommends opportunities to increase patient/test volume and reduce leakage of patient care in the practice and the system.
  • Identifies and removes barriers to patient care.
  • Builds effective relationships with physicians and staff to optimize the practice's short and long term potential.

Planning:

  • Provides operational insights and trend data to the Director to help build comprehensive and accurate short and long-term strategic and operational plans for the practice.  
  • Addresses infrastructure issues, including but not limited to facilities, equipment, and information systems.   Evaluates and recommends fiscally responsible infrastructure related decisions to optimize short and long-term success of the practice.
  • Monitors the practice's achievement of goals and likelihood of achieving goals.  Takes corrective action as needed, keeping the Director and/or staff informed as necessary.
  • Communicates professionally to ensure all staff members understand their contribution to achieving goals and are aware of any updates that affect operations.

Fiscal Management:

  • Provides operational insights and trend data to the Director.  Drafts and recommends comprehensive and accurate operational and capital budget plans. 
  • Maintains accurate and timely accounting and financial reportings for the practice, in compliance with all regulations and system policies.
  • Monitors status on budget achievement on an ongoing basis and takes corrective action to stay within goals.  Researches, communicates and resolves budget variances.
  • Educates staff on the status of the practice's budget and seeks their involvement and buy-in to improve fiscal success

People Developer

  • Ensures administrative staff is scheduled effectively.  Recommends and requests optimum short and long-term staffing for the practices.  Coordinates with Nurse Manager when nursing and MA staffing requires adjustment.
  • Selects the best possible administrative team members. Ensures staff are properly oriented and coached so they can be successful in their jobs and within the Winchester Hospital culture. 
  • Provides ongoing performance feedback to employees to effectively coach for optimum short and long-term performance, including but not limited to, completing comprehensive, accurate, and on-time performance evaluations
  • Recognizes and rewards staff.  Motivates team members within the organization's approved programs and policies.
  • In collaboration with HR, disciplines staff when appropriate.
  • Fosters an environment of continuous learning,

Employee Retention

  • Creates an open supportive environment that encourages staff members to share opinions, concerns, and suggestions.  Holds regular meetings and/or communications to keep the staff informed.
  • Addresses employee concerns and suggestions in a timely, sensitive and constructive manner.  Escalates issues as appropriate.
  • Optimizes the success of the Colleague Engagement Survey (CES) process by encouraging participation and honest feedback and then utilizing the CES results to assess and communicate the department’s feedback.  Implements actions on the identified opportunities for improvement.
  • Creates an expectation of a safe and positive working environment.  Collaborates with stakeholders to maintain a safe and positive working environment.

Physician Satisfaction

  • Collaborates with practitioners to optimize the practice's effectiveness and efficiency, with an effort to fulfill the physician schedule and operational preferences.
  • Endeavors to incorporate physician feedback and suggestions in operational decisions and initiatives, weighing preferences with organizational standards and policies. 
  • Addresses concerns raised in the Physician Satisfaction Survey process as directed by the Director or Medical Director.
  • Acclimates and coaches providers on practice, WPA and organization wide policies, procedures, and cultural standards.
  • Mediates to resolve employee relations and employee-physician issues in the department.  Keeps the Director and Medical Director informed of such issues as appropriate.

Customer Satisfaction

  • Establishes and maintains ways to measure customer satisfaction and uses measures to constantly improve customer satisfaction. 
  • Addresses customer’s concerns that could not be resolved at the staff level

Policies, Procedures and Regulatory Compliance

  • Creates updates and implements clear and concise practice specific policies and procedures to ensure safe and efficient operations. 
  • Educates staff on department and Hospital policies and procedures.  Monitors and addresses non-compliance and performance/knowledge gaps.
  • Stays current with all regulatory issues pertinent to the department’s clinical issues and operations, which may include but are not limited to, Department of Public Health, Department
  • Of Labor, OSHA, STARK, HIPAA, and CURES act.  Ensures the practice is in compliance with regulatory requirements including but not limited to ensuring policy and procedure manuals meet requirements.
  • May participate in/lead audits and performance improvement regulatory related initiatives throughout Winchester Hospital.

Shift

Hours: 40 hours; Full-Time

About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.