Chief of Clinical Operations - FT/Regular

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Job Title: Chief of Clinical Operations  
Department: Administration
Reports To: Chief Executive Officer
Salary Level: ($105-115.38) (DOE and licensure, up to $240,000)
FLSA Status: Exempt, Salaried
Approved By: Chief Executive Officer
Approved Date: 11/26/2024

 

GOALS FOR POSITION:  Specify goals for current year (goals are updated yearly)

 

SUMMARY: The Chief of Clinical Operations (CCO) is a lead administrator over ambulatory clinic services complimentary to the K’ima:w Medical Center Chief Medical Officer, specifically the following Departments: Purchased / Referred Care (PRC), Health Information Management (HIM), Patient Benefits, and IT (Clinical Applications Coordination). May be asked to provide oversight of grants to departments including Diabetes, MAT, or Outreach. The CCO monitors performance, improves operations, and ensures clinical departments and service programs are in compliance with KMC policies and procedures, and applicable laws and regulations. The CCO, in tandem with the CMO, is responsible for implementing, reviewing, and developing clinical protocols, performance objectives, productivity benchmarks, compliance measures which may include Joint Commission, GPRA, HEDIS, accreditation, patient flow, patient complaints, and provider scheduling. The CCO is also a member of the Infection Control committee. This position is a contractual employee, under a 3-5-year contract with option for renewal.

 

FUNCTIONS AND RESPONSIBILITIES:

  1. Works alongside of the CMO to coordinate clinical activities and institutes strategic planning to continually improve health services. 
  2. Coordinates with leadership team, namely the CEO, COO, and CMO to set goals and objectives of the clinic, primarily pertaining to patient care and health.
  3. Addresses patient complaints and may utilize patient surveys to improve clinical performance by obtaining feedback from clients.
  4. Serves as a clinical lead for Accreditation, GPRA (Government Performance Results Act), HEDIS, and other measures.  Pulls all benchmarks and measurements into a comprehensive monitoring and evaluation program for the clinic.
  5. Monitors adherence to clinic policies and leads staff in adjusting policy or presenting new policy as needed or assigned by CEO.
  6. Participates in Infection Control committee and incorporates Joint Commission standards for the clinic. 
  7. Works with the CMO, CHRO, and Administration in recruiting, retaining, and selection of appropriate clinical staffing.
  8. May supervise multiple departments within the organization, including Purchased / Referred Care (PRC), Patient Benefits, Health Information Management (HIM), and Clinical Applications (IT); may also supervise departments that would include Medication Assisted Treatment (MAT), Diabetes, and Outreach related-grant programs, but is not expected to provide clinical oversight (such diagnosis, care management, or referrals), only administrative supervision; may be changed at CEO and Board discretion based on candidate licensure.
  9. Assists in development of the clinic provider schedule in coordination with CMO and CMO Secretary. Provider schedule is posted 3 months in advance. CCO reviews and takes action on leave requests (vacation, sick, and educational leave) for providers, and assures integration of leave into the clinical staff schedules.
  10. Serves in a support role for the clinic as needed, working with employees and contractors (IT, Locums, etc.) to resolve technical difficulties, adopt new technological changes, and move forward in the creation of new templates and/or programming to achieve organizational needs. This position may also bridge services to outside CACs as needed.
  11. May provide coaching, mentoring, and orientation for clinical staff where needed.
  12. Works with HR and managers to discuss staff feedback to improve work satisfaction and retain productive staff members.
  13. May serve as a liaison for the clinic alongside the CEO, COO, and CMO to build partnerships with outside agencies to improve local health services, such as residency programming, internships, and clinical rotations.
  14. Participates in Safety Committee and provides support in the coordination of emergency services, such as fire events, pandemic, planning and crisis preparation and response. 
  15. Presents updates and reports to the Leadership Team and Board of Directors as needed.
  16. Works with HR to introduce culturally appropriate components into the clinical workplace.
  17. Works on the Infection Control and Safety Committees to monitor that relevant safety standards are met within the clinical areas.
  18. Attends and may be called upon to lead departmental and multi-departmental meetings.
  19. May work with other department managers in the preparation of PSAs and educational information on as needed basis.
  20. The CCO analyzes data with the aim to identify areas for improvement, designing and implementing strategies to enhance quality.
  21. May fill in for CEO and/or COO when lead administrators are out of office.
  22. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES: Provides direct administrative supervision and leadership to clinical departments that may include Purchased / Referred Care (PRC), Patient Benefits, Health Information Management (HIM); Clinical Applications (IT); other departments may also include Medication Assisted Treatment (MAT), Diabetes, Outreach related grants or others as assigned.

 

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

BASIC REQUIRED ABILITY:

 

ADVANCED PUBLIC RELATIONS/ADVANCED INTERPERSONAL SKILLS: Addresses clients by name; smiles when talking to clients, physicians, peers, and families; answers the telephone courteously and promptly; identifies self and department when answering the telephone using pleasant voice tone/verbiage; possesses excellent listening skills; interacts with clients and peers; provides appropriate information to persons or groups outside of the association in compliance with applicable laws and regulations; interacts with media, the public, governmental agencies, regulators, lobbyists, and legislators; participates in legislative and rulemaking activities that affect health care and association programs.

 

THE JOINT COMMISSION (TJC) RESPONSIBILITIES: Responsible for helping to prepare, achieve, and maintain accreditation by the Joint Commission.  By serving on the various performance improvement subcommittees individual employees are directly involved in the generation or modification of policies and procedures that enable KMC to provide continuously improving healthcare.

 

COOPERATION:  Must be a self-starter; seeks solutions; accepts constructive criticism; willing to adjust to changes; loyal to K'ima:w Medical Center.

 

PROFESSIONALISM:  Shows pride in personal appearance and grooming; displays a positive attitude about work; respects the confidentiality of clients; and is congenial with public and peers.

 

INITIATIVE:  Willing to participate in continuing education programs; asks questions; contributes during staff meetings; serves on K'ima:w Medical Center committees as appointed; demonstrates a desire for self improvement.

 

OTHER SKILLS AND ABILITIES:

 

  • Knowledge of general theories, concepts, principles, techniques, and philosophies of managing and providing health care functions including outpatient care services, administrative services, and community health services in order to develop and maintain programs. 
  • Knowledge of and training in budget preparation and fiscal management. 
  • Ability to combine, consolidate, and integrate all presentations of KMC. 
  • Demonstrated ability to communicate with people and organizations, both orally and in writing. Emphasis on writing, both for reports and public relations. 
  • Possess extremely strong human relations skills.

 

EDUCATION and/or EXPERIENCE: 

 

  • Five years of administrative experience with Medical or Nursing Degree. With a highly preferred secondary degree in MHA, MHS, MPH, MBA or other related graduate degrees and/or licensures with relevant clinical operations experience.
  • Eight years progressive work experience in a supervisory capacity and clinical setting.
  • Eight years progressive work experience with monitoring and evaluation, accreditation, and/or compliance.
  • Cross-cultural and/or Native American experience required.  Must have excellent interpersonal skills in handling interactions with clinic staff, external agencies, governing bodies, and clients.
  • Must be able to work as a team member and develop productive and cooperative working relationships with health care providers, staff, law enforcement agencies, and community.

 

COMPUTER OPERATIONS

 

  • Must have user knowledge of EHR systems including running of reports, creation of templates, and troubleshooting. 
  • Must be able to coordinate with IHS and IT contractors and/or staff to address technical issues in clinical settings.
  • Demonstrated use of intermediate computer operations and intermediate software packages (word processing, spreadsheet, graphics, etc.).

 

LANGUAGE SKILLS:

 

  • Ability to read, analyze, and interpret the most complex documents.
  • Ability to respond effectively to the most sensitive inquiries or complaints.
  • Ability to write speeches and articles using original or innovative techniques or style.
  • Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.


MATHEMATICAL SKILLS:

 

  • Ability to apply advanced mathematical concepts.
  • Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, analysis of variance, correlation techniques, sampling theory, and factor analysis.


REASONING ABILITY:

 

  • Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
  • Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases.
  • Ability to deal with a variety of abstract and concrete variables.


CERTIFICATES, LICENSES, REGISTRATIONS:

 

  • Medical or nursing license, With preferrable secondary degree in MHA, MHS, MPH, MBA or other related graduate degrees and/or appropriate licensure.
  • Shall possess or be able to obtain CPR certification within three months of hire.
  • Preference for persons able to possess ACLS certification.
  • Shall possess a valid driver's license.
  • Must be able to be covered by the Tribe’s vehicle insurance.

 

OTHER SKILLS AND ABILITIES:

 

  • Ability to operate standard office equipment (copier, fax, etc.).
  • Must be able to work with American Indian/Alaska Native people and be sensitive to their culture.
  • Comply with all safety policies, practices, and procedures. Report all unsafe activities to supervisor and/or Human Resources.
  • Participate in proactive team efforts to achieve the Mission, Vision and Guiding principles of KMC.
  • Provide leadership to others through example and sharing of knowledge/skill.

 

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 

CONFIDENTIALITY:  Employee must be aware of and adhere to K'ima:w Medical Center's Confidentiality Policy and always deals appropriately with patient confidentiality.

 

CONDITIONS OF EMPLOYMENT:  Employee is subject to base line and random drug testing per the Hoopa Tribal Drug & Alcohol Fit for Duty Policy.  Employee will serve a 90-day introductory period.  Employee is subject to introductory and annual performance evaluations.  Preference will be given to qualified Indian applicants pursuant to the Tribe's TERO Ordinance. If this position requires care, custody, or control of Indian children at any time during working hours, employee must undergo a Title 30A background check with fingerprinting. The 30A background check would be in addition to the standard background check performed on all incoming and continuing employees.

 

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the primary duties and responsibilities of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the primary duties and responsibilities.

 

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

 

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the primary duties and responsibilities of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the primary duties and responsibilities.

 

While performing the duties of this job, the employee frequently works in travel status (out of local area). The noise level in the work environment is usually quiet but can become loud as employee moves from work area to work area.

 

ANNUAL TRAINING REQUIREMENTS:  At a minimum Employee is required to be certified for the following training 1) CPR Certification and 2) Health Stream