Operations Manager-Operations Management

JOB DESCRIPTION

Reports to Administrative Leader for assigned specialties. Assists in developing and maintaining department/division vision and strategic plan that aligns with institutional strategies. Ensures the delivery of services provided is aligned with the institutional vision, mission, and objectives.

Overseeing and coordinating the operational aspects of the clinical practice (outpatient, inpatient, procedure and treatment areas). Partners with Practice Chair and Operations Administrator to run the day-to-day operations of the department/division.

RESPONSIBILITIES

• Collaborates with the leadership team in the ongoing strategic and operational planning process and operationalizes plans effectively
• Identifies and manages an office model that supports the high quality, optimizes efficiencies, and meets the needs of the department/division
• Demonstrates personal creativity and fosters a work unit atmosphere that is conducive to
  
  
  

creativity

• Monitors the cost of materials/purchased services based on supply and demand with the procurement department in the competitive quotation/tendering process to ensure the most cost-effective purchasing of stock
• Facilitates onboarding, training and managing staff in accordance with SSMC policies and procedures
• Coordinates staff recruitment, policy implementation, and serves as a primary resource for dayto-day issues and communications
• Leads the team to provide an efficient and effective service and to be involved in the development and implementation of department/division policies
• Maintains statistical information and reports to assist with identifying and implementing process improvement initiatives.
• Demonstrates personal creativity and fosters a work unit atmosphere that is conducive to creativity.
• Manages a dedicated budget and is involved in the development and implementation of cost improvement strategies along with managing the revenue including patient volumes, LOS, CMI, denials, etc.
• Maintains accountability for documentation and communication of information and forecasted needs in the annual planning process and at other identified times
• Manages to be an Expert communicator in a matrix organization.
• Manages staff meetings and ensures provision for thoughtful timely agenda items that incorporate staff member interests. Proactively confirms speakers and material availability.
• Collaborates in the development of employee guidelines; interprets institutional and department/division policies, information, changes, and ongoing developments.
• Maintains an effective working relationship with a variety of individuals throughout the institution and with persons outside SSMC as job duties dictate.
• Represents the service and/or individual patients at a multi-disciplinary level to ensure delivery of coordinated multi-disciplinary service.
• Attends Department / division and institutional meetings; relays pertinent information and changes to employees as appropriate.
• Delegates tasks and whenever necessary, distributing responsibility for the operational management of the department/division, allocating and organizing the work of professional and assistant staff to meet service priorities on a daily basis.
• Provides recognition to employees for their accomplishments in a thoughtful and timely manner.
• Conducts thorough workforce planning exercises assuring adequate and efficient staffing of the various shifts and services and effective allocation of resources throughout the department/division. This will apply to the allocation of medical and administrative staff. This will also be aligned with the implementation of skill retention schemes.
• Serves as a member of the local leadership team with a primary focus on planning and implementation of policies and systems.
• Ensures that department/division staff practice in accordance with all current policies and procedures as applied by SSMC.
• Ensures the delivery of services is aligned with service line and institutional vision, mission, and objectives.
• Collaborates with the leadership team in the ongoing strategic and operational planning process and operationalizes plans effectively.
• Organizes ideas for most logical presentation and acceptance of information through accurate and concise written and verbal communication. Anticipates, plans, and effectively communicates information, changes, and opportunities in a positive manner and to those with a "need to know." Uses sensitivity and discretion in all communications.
• Fosters an open and trusting work environment by sharing of appropriate information, supporting open communication, and discussing alternatives.
• Performs duties independently and initiates judgment in handling a variety of management issues.
• Manages independently seeks out opportunities for ongoing professional growth.
• Maintains department/division practice metrics and reports to assist with identifying and implementing process improvement initiatives.
• Provides continuous and timely performance feedback including coaching relative to behavior problems, performance improvement, and professional advancement.
• Demonstrates effective performance management that consists of a constructive review discussion and objective documentation of performance.
• Motivates others by understanding individual values and needs, providing clear performance expectations, supporting and encouraging individual growth and initiative, and providing effective feedback.
• include planning, implementing, supervising and evaluating the delivery of patient centered care within established institution's policies, procedures and guidelines, primarily responsible for safe patient care and professional performance of staff. Duties include but are not limited to: addressing patients and their families and performing interventions as needed, managing human, financial and other resources, professional development of oneself and subordinates, involvement in strategic planning of the assigned area and fostering interdisciplinary and collaborative relationships.
• Manages to follow-up closely to assure timely, accurate completion of documentation.
• Reviews resource trends and discusses projected needs with administrator and leadership staff for inclusion in the operational plan.
• Develops the operational plan(s) for the assigned work area(s).
• Leads role in the implementation of strategic initiatives outlined in the plans.
• Maintains documentation and record-keeping processes in compliance with Joint Commission and other regulatory agency standards.
• Resolves routine patient complaints.
• Prepares of materials for submission to institutional practice-related committees and follow- up of outcomes including but not limited to annual OCG review, space committee time cards budget and forecast planning, and strategic staffing.
• Evaluates and ensure accurate time reporting and completion of timecards.
• Represents the department in a positive, productive manner and ensures adequate representation of assigned areas.
• Communicates activities and progress of assigned committees and work teams to appropriate staff.
• Maintains agendas and minutes of administrative meetings as assigned.
• Develops appropriate team supervisor and allied health unit leadership meetings.
• Provides administrative leaders that committee decisions and task forces, by interpreting policies and assuring committee decisions are within policy guidelines
• Assures that committee decisions are made with the best interest of the patient.
• Represents SSMC and/or Service Line to local business.
• Manages to work with Practice and Department/Division Chair in developing content for monthly provider staff meetings and all staff meetings.
• Identifies and manages a practice model that supports high quality, optimizes efficiencies, and meets the needs of the department/division.
• Provides support ongoing quality assurance process initiatives.
• Ensures that all equipment defects, patient safety events, accidents and complaints are reported immediately to ensure that appropriate action may be taken in line with facility health and safety policies.
• Ensures internal and external quality controls are within the required parameters
• Designs regulations for effective compliance with applicable precautions for environmental safety, infection control, using a series of interventions that minimize or prevent cross infection (In conjunction with the relative departments).
• Facilitates and enforces the strictest confidence in relation to patient information whether formally or informally recorded.
• Plans and develops policies that guide the management process of the service.
• Coordinates and conducts orientation and training for new leaders or other supervisory personnel in technical and managerial duties and .
• Plans and delivers training and education sessions for department/division staff, doctors and nurses in the safe and secure handling of drugs and equipment, prescribing (whenever
  
  
  

applicable), administration and treatment and management i.e. teaching, induction, peer review, case studies, and clinical presentations.

• Maintains all regulatory requirements including: licensure and certification and other mandatory training within established time frames.
• Ensures appropriate internal and external sharing of information based on governing policies and procedures.
• Ensures all members of the department receive adequate clinical supervision as required for their professional and technical development.
• Maintains professional knowledge by attending lectures, conferences, seminars or on-line education units.
• Keeps abreast of all developments pertaining to service administration, manipulation and other specialty related matters
  
  
  

Accountabilities

• Establishes a clear strategy, budget and annual plan for the facility aligned with the strategic plan of SSMC corporate and ensuring the key result areas as defined in the plan are met
• Ensures all documents are in the appropriate format
• Maintains the highest standards of the patient care
• Develop a sound understanding of department/division finances. Work with both finance analyst and revenue analyst monthly as needed
• Displays sound judgment in managing resources while controlling costs and eliminating waste; seeks out educational opportunities to continuously enhance understanding of fiscal resource management.
• Coordinates operations of physicians and allied health staff in the outpatient, inpatient settings for assigned department/division in alignment with institutional mission, vision and objectives.
• Facilitates project improvement management while leading a multidisciplinary team including financial analysis, problem solving, and team collaboration.
• Displays high-level organizational and time management skills.
• Leads by influence and persuasion rather than by control; by collaboration and collegiality rather than hierarchy.
• Fosters a professional practice model that delivers service excellence, generates patient satisfaction, and emphasizes quality improvement.
• Ensures effective communication is maintained between staff, patients and external organizations
• Collaborates with department/division leadership and multidisciplinary teams, supervisors, administrators, physicians, and personnel throughout the institution, region, Clinic enterprise and outside individuals/institutions.
• Partners with other leaders throughout the institution in order to provide operational support to clinical research, education and quality activities, when appropriate.
• Provides skilled professional leadership and act as a role model for department/division and institution.
• Oversees direct reports include operational and clinical supervisors and/or other department/division personnel as assigned.
• Ensures accountability for the day to day operations of the department/division.
• Displays strength in negotiating conflicting interest situations with a high degree of diplomacy, tact, and confidence. Demonstrates willingness to make unpopular and difficult decisions if situations warrant.
• Identifies and manages a practice model that supports high quality, optimizes efficiencies, and meets the needs of the department/division.
• Identifies opportunities for improvement and utilizes continuous improvement methods in problem-solving to achieve desired outcomes.
• Collaborates in the systematic and ongoing evaluation of procedures and processes that optimally utilize resources and supports "best practice."
  
  
  

QUALIFICATIONS

Experience :-

Required:

• Prefer Master's degree in Business or Healthcare field and two year’s healthcare management experience with strong leadership, team building, and problem-solving skills as well as demonstrated ability to work collaboratively with multiple disciplines, i.e., physician, administrative, supervisory and allied health staff.
  
  
  

Desired:

• N.A.
  
  
  

Educational Qualification: Required:

• Bachelor's degree is required for this position. A Bachelor's degree with a combination of directly-related experience and education may be considered.
• Must have excellent communication, organizational and human relation skills. Requires excellent decision-making and judgment capabilities. Must have broad based knowledge of office support and computer systems along with spreadsheets, databases, statistics, software knowledge and installation, and accounting practices for budgetary responsibilities.
  
  
  

Desired:

• N.A.
  
  
  

ABOUT US

At SSMC, we firmly believe that the human touch is a fundamental part of care. We understand that health care is both an art and a science, running deeper than simply diagnosing and treating those who rely on us. Our SSMC Model of Care puts our patients at the forefront of our purpose and at the heart of everything we do, ensuring that the needs of our patients come first. Every one of our patients receives individualized attention from a multidisciplinary team of experts who collaborate closely to deliver trusted and compassionate care. From the very first point of contact with SSMC, to the moment patients are back home, we ensure speciality-specific care at every stage and in every interaction. As one of the largest tertiary hospitals in the UAE, SSMC provides access to specialist medical treatments and advanced diagnostics, with a commitment to becoming a Destination Medical Center in the UAE and wider region.

ABOUT THE TEAM

About Sheikh Shakhbout Medical City (SSMC)

SSMC is the largest tertiary hospital in the UAE and serves to elevate the provision of health care services in the nation under the mandate of the Abu Dhabi Economic Vision 2030.

Supported by the latest diagnostic and treatment modalities available, SSMC offers care in 44 specialties. A team of locally and internationally trained medical, clinical and admin professionals work seamlessly together, which promotes comprehensive interdisciplinary learning, allowing SSMC to become a leading hub for integrated patient-centric medical services in the region.

As the region’s leading tertiary facility, SSMC has 742 patient beds, 18 operating theatres, and includes a hybrid operating room, 26-bed neonatal intensive care unit, and the UAE’s largest pathology lab.