OHC Clinic Operations Manager

Stanford University

OHC Clinic Operations Manager

Job Number:

Clinic Operations Manager
Stanford University and SLAC Occupational Health Centers
Exempt, 100% FTE

The Department of Environmental Health and Safety (EH&S) supports and advances the teaching, learning, and research activities of Stanford University by providing and coordinating programs and services that foster a safe and healthy campus community. The Stanford University Occupational Health Center (SUOHC) was established in 2007 to care for the occupational health needs of Stanford University faculty and staff, and is dedicated to providing outstanding clinical care to improve the health and safety of University employees. The SUOHC is a campus-based medical clinic that offers evaluation and treatment for work-related injuries and illnesses, work-related preventive medical services, and OSHA and departmentally-mandated medical surveillance programs.

Under the oversight of the SUOHC Medical Director, the Clinic Operations Manager will manage business operations at the occupational health clinics serving Stanford University and SLAC employees. The incumbent will oversee the operational functions of the clinics related to delivery of patient services, financial and business processes, stakeholder and patient satisfaction, medical records management, space allocation, and compliance. The Clinic Operations Manager will work collaboratively internally with the clinicians and other key members in EH&S, as well as externally with University departments, in order to assure that the clinics deliver high-quality medical care in a cost-effective and efficient manner.

All EH&S staff are required to comply with governmental regulations and University and departmental policies and procedures regarding health and safety, and must observe and support good health and safety practices. Additionally, all staff are required to provide EH&S support as assigned during emergencies. Other duties may be assigned by the supervisor or by EH&S management.

DUTIES AND RESPONSIBILITIES include, but are not limited to:

Clinical Operations Management (50%):

Provides operational management to ensure that SU/SLAC OHC delivers patient high-quality care in an efficient/effective manner:
  • Strategically planning for future SU/SLAC OHC programmatic needs in terms of budget, staffing, and supply needs by critically analyzing data trends, working in conjunction with Associate Director for EH&S.
  • Functioning as the clinic liaison with patients, researchers, departmental and other University administration, hospitals, vendors, and other members of the Stanford community in matters related to SU/SLAC OHC operations.
  • Supporting physicians and advanced practice providers in the developing, implementing, and optimizing workflow involving occupational medical surveillance procedures and injuries/illness care.
  • Monitoring delivery of patient services to include reviewing clinician activity data and forecast/ prepare for all changes needed or impacted by patient load, billing/collecting procedures, and all relevant regulations and policies.
  • Analyzing and providing written reports on injury and illness trends and workers' compensation rates to demonstrate effectiveness and efficiency of SU/SLAC OHC operations, in collaboration with EH&S representatives. Use information to support continuous improvement in the delivery and management of injury/illness cases.
  • Developing and implementing SU/SLAC OHC policies and procedures regarding clinic operations;
  • Optimize work processes to promote efficient administrative processes, including specialist referrals; monitor workload and systems and coordinate resources to optimize operational efficiencies. Ensure smooth running of OHC facilities, equipment, and computer resources.
  • Manage special projects that affect the operations of the clinic, which may require reviewing and analyzing information, identifying problems, recommending solutions, and writing reports.

    Financial Management (under EH&S oversight):
  • Oversees financial activities related to procurement, inventories, payments, and collecting reimbursements from other departments and workers' compensation insurance provider.
  • Reviews monthly expenditure statements with EH&S as part of periodic expense summary reporting and in order to ensure charges are made accurately to appropriate accounts and those errors are corrected in a timely fashion; resolves discrepancies between statements and back-up documentation, e.g., invoices, contracts, etc.
  • Analyzes and presents data to support the development of operating expense and capital budgets, and service fee schedules. Communicates with clients regarding billing changes.
  • Collaborates with SLAC Environmental Safety and Health (ESH) leadership regarding SLAC staffing needs and actively ensures contractual obligations are met
    Compliance Documentation
  • Utilizes tracking tools and dashboard metrics to monitor key outcomes with respect to workers' compensation claims and with medical surveillance data.
  • Ensures overall HIPAA compliance for SUOHC and SLAC OHC, including provision and maintenance of required trainings and records.
  • Manages on-site medical records administration and ensures that all state and federal regulations governing the release of information are followed.

    Outreach and Communication (35%)

    OHC Outreach Activities
  • Serves as point person with any department/ school seeking new occupational health support services, assisting clients in determining how the OHC can best support the client's goals/initiatives.
  • Establishes cooperative relationships with external entities, including Zurich claim adjusters, external medical providers, SHC Occupational Health Services, and other program-related vendors.
  • Manages communications to key stakeholders (e.g., University Human Resources, Risk Management, Zurich, University Safety Partners) about any new policy or program implementation by occupational health clinics.
  • Evaluates patient satisfaction surveys and presents results to clinical team on a quarterly basis. Responds to customer concerns in a timely manner, and promptly notifies Medical Director of patient care concerns.
  • Oversees the development, implementation, and maintenance of websites for SUOHC/ SLAC OHC, collaborating with IT as appropriate.

    Staff Supervision and Coordination (15%):
  • Directly supervises an administrative associate, the case management specialist, and the workers' compensation billing specialist.
  • Ensures appropriate staff support (including MDs and advanced practice providers) and coverage at both sites during scheduled staff outages or illness, working with Stanford Hospital and/or School of Medicine management as needed.
  • Oversee Staff Support of Medical Director and other senior staff


    Education and Experience:
  • Bachelor's degree and at least four (4) years of successful work in a position with demonstrated growth in responsibilities for various aspects of clinic management including business office, quality improvement and computerized office systems. A combination of education and experience may be acceptable.

    Knowledge, Skills, and Abilities
  • Ability to develop programs, review and analyze programmatic needs, lead process improvement projects, and establish the strategic direction and business plans for a functional group.
  • Ability to collect, analyze, and present data and metrics on occupational health services.
  • Advanced knowledge of the workings and interrelated components related to the operational management of occupational health services:
    o Best practice care and standards, in accordance with AAAHC principles, and as applied in a California workers' compensation setting;
    o Regulatory drivers and operational components applicable to outpatient medical clinics in a research/teaching environment;
    o Electronic Medical Record (EMR) systems and medical record documentation practices (e.g., Occupational Health and Safety software, EPIC)
  • Detailed understanding of HIPAA requirements; ability to enforce within an occupational health center.
  • Working knowledge of medical terminology
  • Ability to manage multiple priorities simultaneously and work independently under general administrative and medical direction.
  • Experience supervising medical assistants and/or other clinical staff, demonstrating the ability to apply sound supervisory practices; ability to delegate responsibly to others according to ability, level of preparation, the standards of practice, and regulatory guidelines.
  • Ability to communicate effectively and establish and maintain cooperative working relationships with others; demonstrate empathic, respectful, and positive customer relations behaviors with all levels of employees who hold varying roles and have varying responsibilities within the organization.
  • Excellent attention to detail and thoroughness in accomplishing assigned tasks from inception through completion, including follow-up, in a multi-tasking environment; pride in doing the job correctly and completely.
  • Excellent written and oral English communication skills.
  • Strong proficiency with business office financial applications including budgeting, accounts receivable management, inventory control, and accounts payable.
  • A high level of proficiency in the Microsoft suite of applications, including Outlook, and Adobe Acrobat, and good web design skills.
  • Strong self-motivation; proactive, high-energy, enthusiastic, “can-do” work ethic; and ability to handle potentially stressful situations with a sense of humor and tolerance for ambiguity while presenting a professional image.
  • Ability to maintain punctuality and good attendance.

    Certifications and Licenses Required:
    A valid California driver's license or willingness and ability to obtain one.

  • Prefer candidate with 5-7 years' experience of working in an onsite academic or industrial occupational medicine clinic setting that provides medical surveillance testing and injury care beyond initial triage and first-aid.
  • Candidates with Masters of Health Administration (MHA) preferred, but will consider candidates without degree who have demonstrated ability to perform key functions of job in previous roles.
  • Prefer candidate who has previous experience with direct patient care in an occupational setting.
  • Ability to communicate in Spanish a plus.

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 10 pounds;
  • Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.
    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • Occasionally work evenings and weekends.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

    Only applications submitted through the Stanford jobs site will be considered. Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. No sponsorship or relocation is available for this position

    Job: Administration

    Location: Dean of Research
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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