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Chief Operating Officer

Tustin, CA 92782

Posted: 04/16/2024 Job Number: 1797123

Job Description

Position Summary: Under the direction of the Chief Executive Officer (CEO), the Chief Operating Officer (COO) is responsible for the overall day-to-day internal operations of all Hurtt Family Health Clinic facilities, including overseeing all non-provider clinic staff members and call center staff. The COO also serves as the Compliance Officer for the organization. As a critical member of the Hurtt Family Health Clinic leadership team, the COO works closely with the Chief Medical Officer (CMO) to implement the strategic goals of the organization and ensure the effective delivery of services and secure resources so that the Clinic runs smoothly, efficiently, and is financially sustainable to enhance and support the Clinic’s Mission Statement.

Job Responsibilities & Duties.

1. Responsible for clinic operations at all sites.

2. Oversees management of all clinical medical and support staff including Clinic Managers, Medical Assistants, Patient Services Representatives, Call Center and Outreach, including review of charts and all other clinical documentation.

3. Oversees third party contracts for security and information technology.

4. Oversees the operations to efficiently bill and collect for services. Works with EHR vendor, billing vendor and clinic to manage claims completion and correction.

5. Maintains current programs: Value Based Programs, Federally Qualified Health Center, etc.

6. Assumes role as HIPPA Privacy Officer, Disaster Preparedness Officer, Safety Officer and Compliance Officer.

7. Chairs the Risk Management Committee to optimize the use of key findings from risk management activities, making recommendations to reduce the overall likelihood of adverse events and improve patient safety.

8. In conjunction with the Risk Manager, ensures that risk management occurs across the full range of health clinic health care activities and all clinic staff receive healthcare risk management training.

9. Ensures compliance with managed care contracts, county, state, and federal regulations for facility site reviews, medical chart reviews, provider credentialing, OSHA, OSHPD, HIPAA, FQHC, CLIA, etc.

10. In conjunction with the support team, the COO oversees all tracking and reporting for federal/state /local grants including but not limited to UDS, OSHPD, Prop 10 Commission, and TSR.

11. Ensures the efficiency of patient flow and patient satisfaction.

12. Continuously reviews all factors affecting patient care, the cost of administration and the operations of the Clinic. Takes necessary corrective action within scope of duties/leadership to keep costs commensurate with the Clinic’s objectives, or recommend appropriate action to the Chief Executive Officer.

13. Performs personnel management with support and guidance from the Human Resources Department. Including managing performance expectations of staff through continuous appraisal of team performance, both individual direct report members and the team as a whole, assessing competencies and provide hiring, coaching/corrective action, including firing, in alignment with HR Best Practices and applicable HR Policies and Procedures under the direction of the Chief Executive Officer and guidance of the Chief Human Resources Officer.

14. Oversees appropriate staff education, training, and monitoring of staff, to keep them aware of changes in protocols and practices.

15. Ensures the Clinics are properly staffed by actively participating in the process of recruiting medical assistants and non-medical staff, and assures development of sound Annual Operating Plans, Programs and Annual Budget.

16. Supports the Chief Executive Officer in all aspects of legal compliance, including budgets, policies and procedures assigned areas to ensure they are in conformance with overall Clinic goals and policies.

17. As directed by the Chief Executive Officer, researches best practices in the industry, develops, and implements as appropriate.

18. Participates in the strategic planning, including goal setting, budgeting, strategic identification, benchmarking and evaluation to support and enhance the mission of the organization.

19. In conjunction with the Support team and Chief Medical Officer, keeps, maintains and updates health care clinic written Policies and Procedures documentation and training.

20. Becomes proficient in EMR database in order to run ad hoc reports and any necessary documentation needed for grants and outcomes reporting.

21. Works in collaboration with the Support team and BOD on potential growth opportunities to develop marketing plans, staffing schedules, budget forecasts, clinical policies and lines of business and then tracks the outcomes of these efforts.

22. Partners with the Chief Medical Officer to develop and maintain a provider productivity program to improve provider and clinical staff efficiency and productivity. Hold periodic collaborative and individual staff meetings to review performance.

23. Participates in the QA/QI Committee process to review clinical, procedural and financial improvement.

24. Investigates and responds to complaints regarding clinical care, resolving any complaint with expediency and in a professional manner in coordination with staff. Keeps the support team informed of all issues.

25. Serves as the contact person for FTCA claims and is responsible for the management and process of claims-related activities.

26. Attends executive committee meetings, all staff meetings, board meetings, etc.

27. Ensures departments operate according to budget including overseeing efficient supply inventory and ordering.

28. Facilitates implementation of new programs.

29. Facilitates clinic expansion activities, including managing building construction, obtaining required licenses, and coordinating with federal, state, county and managed care approval.

30. Assumes the responsibility for ensuring effective delivery of services and oversight of all staff in the absence of the CEO.

31. Collaborates with the CEO in acting as liaison with city, state, and national community clinic associations and governmental agencies as directed.

32. Promotes the delivery of quality patient care.

Meet Your Recruiter

Joe Hoffman
Director of Executive Recruitment

As one of the senior members of UHC Solutions, Joe has spent the last nine years creating and cultivating relationships throughout the country with FQHC executives. He has excelled at listening to the current needs of the market and matching them with some of the top leaders in community healthcare. His team is currently responsible for developing new business and placing Administrative and C-Suite professionals on the West Coast.

Originally from Nebraska, Joe has maintained his Midwest values and roots. Along with being an avid skier, he enjoys staying active playing numerous sports around the city of Portland.

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