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Manager, Nurse Practitioner Clinic Operations
4 months ago
Permanent, Full-time (1.Number of Hours Bi-Weekly: 75
Reporting to the Director Home and Community Care, the Manager, Nurse Practitioner Clinic Operations is responsible for supporting the Medical Secretaries to meet their operational goals efficiently while ensuring that an enhanced level of patient care and service experience in our clinics putting patient care above all others is preserved. The Manager promotes team work and collaboration between groups through exceptional managerial abilities, which translates to excellent patient care and provides: training, planning, and oversight of general clinic operations.
Supports the work of Medical Secretaries within the Nurse Practitioners (NP) clinics to create a positive & collaborative workplace environment while ensuring the highest level of client service is achieved.
Organize and evaluate workflows to standardize and optimize processes across the Medical Secretary role and NP clinics.
Communicates performance expectations clearly and consistently with teams and assists with the performance development of Medical Secretaries in alignment with the organization priorities.
Adheres to the performance coaching model while collaboratively working with Nurse Practitioners and Labour Relations teams to address any performance issues.
Collaborates with and supports relationships with Nurse Practitioners to ensure optimal operations across all NP Clinics.
Maintains personnel records to ensure proper documentation of employee classification(s), valid license.
Develops clinic specific philosophy and standards of patient care in collaboration with the NP and ensure that these align with VONs strategic plan.
Ensures team members follow standard Medical Secretary operating and administrative processes by conducting Gemba observations to evaluate process adherence in order to achieve effective client care and exceptional client experience.
Identify process trends, gaps and variations as part of establishing a continuous improvement monitoring system.
Collaborates with NPs and Director Home and Community Care to ensure highest quality of service and care for clients and works toward prompt resolution via recommendation or intervention when required.
Oversees the approval of invoices and vendor contracts related to the NP clinics ensuring their accuracy through auditing processes to avoid delay and provides follow up to resolve any issues.
Participates in budget preparation, financial performance management and measurement reports
Completes reports for internal and external stakeholders conducting relevant analysis and ensuring timely submission.
Maintains the Electronic Medical Records (EMR) system for NPs and their clinics by performing regular audits to ensure its accuracy.
Promotes the strategy of VON and their role as an integrated community care provider to all stakeholders and staff
Prioritizes and ensures alignment of emerging opportunities in the community with VON strategic plan
Promotes the Lean team management approach to ensure a common paradigm of management and discipline of management practices
Ensures there are mechanisms for all staff to come together to hear of organizational news and to provide feedback on what is working and what is not working
Ensures all Districts have a plan to complete performance development and learning plans with all staff
Provides leadership and commitment to building client and family engagement and following accreditation Canada Standards
Provides leadership in the promotion of a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations, that KPIs related to safety are regularly reviewed by management, that appropriate investigations occur when needed, and plans to address issues are created and acted upon.
Compliant with the VON Safety Management System, including all Safe Work Practices and Procedures.
Promotes work/life balance fostering professional excellence and personal fulfilment and health
Promotes the use of technology-based systems for the capture, transformation and distribution of knowledge
Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place in the Region
Fosters positive labour/management relationships by confirming adherence to the collective agreement, leading labour/management meetings, and working to resolve areas of disagreement involving interpretation of the collective agreement where applicable.
Interacts with government agencies and/or other funders associated with the province of the clinic to align the day-to-day operations of the clinic ensuring a consistent approach.
Bachelor's Degree or Post-secondary education in a related field such as Medical Office Administration or Health Services Administration.
A minimum of 3 years' experience managing people in a supervisory or team lead role.
Competency with computer-based EMR, Telus and Microsoft Office is required.
Understanding of the Nurse Practitioner role in a Primary Health Care setting is an asset.
Lean experience is considered an asset
Experience in a non-profit health care environment is an asset.
Strong knowledge of medical office operations.
Good planning and strong organizational skills.
Understanding of medical ethics, applicable laws and regulations.
Strong computer skills including working with data bases.
A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
Access to a personal vehicle for business use.
Lift and carry using appropriate lifting techniques;
