The Office and Surgery Center Manager (OSCM) is responsible for all business-related activities and daily operations of the OSCM in accordance with its policies, procedures and guidelines. The OSCM leads and supervises all office, clinic and surgery center functions and staff. The OSCM works closely with the Medical Director, CFO and Administrator to ensure office best practices and efficiency.
Oversees and ensures that all office and surgery center activities and work flow are of the highest quality, performed in an efficient, prudent and professional manner
Understands, is able to, and willing to perform, as needed, duties of every staff position in absence or when necessary to ensure patient flow and best practices
Supervision of office personnel and clinical staff in accordance with best practices, sound personnel management principles and Center policies, procedures, and guidelines, including AAAHC
Assesses and monitors staff responsibilities and duties.
Assures accountability for performance deficits by communicating with Medical Director, discussing with employee and disciplining staff as needed.
Coaches, trains and cross-trains staff.
Leads and schedules regular training follow up as needed.
Develops and monitors staff education and development opportunities.
Ensures that staff is regularly educated on existing and new products, procedures, technology (Including: proprietary educational modules, products / equipment; industry rep educational meetings, education opportunities during internal staff meetings, out-of-office training events.)
Monitors staff performance and maintains confidential reports of staff activities, progress, proactivism
Addresses issues and disciplines staff promptly as necessary.
Evaluates all employees’ job performance (Surgical, clinical and office staff)
Review at 90-days and 6-months (new employees) or more frequently as needed. Annual reviews thereafter.
Completes all documents recommended for reviews, discusses with Medical Director in a timely fashion
Performs review with employee and Medical Director.
Monitors and ensures the employee is accountable for recommended performance improvements and behavior modification as needed
Creates quarterly employee performance report with bonus recommendations with Medical Director and submits to CFO with last payroll of each quarter
Recruits, interviews and hires employees as needed.
Ensures appropriate staffing of the office and surgery center in a manner that bolsters efficiency while respecting the Center’s budget.
Manages hours of all employees within schedule and budgetary constraints including vacations, personal time off requests, and sick time.
Reviews and approves bi-weekly time cards before submission to payroll.
Schedules, organizes and performs monthly staff meetings.
Maintains all employee records including initial hire, AAAHC documents, tax documentation, performance reviews and disciplinary actions.
Establishes and maintains open internal lines of communication and authority.
Schedules, creates agendas and completes weekly meetings with Medical Director to review progress, address concerns and review schedule.
Schedules, creates agendas and completes monthly meetings with staff (IAPRS Surgery Center Staff only as needed), aestheticians and SkinCeuticals Advanced Clinical Spa representatives.
Oversees all IAPRS Clinic and Surgery Center, hospital and on-call schedules
Monitors daily patient flow to ensure the highest level of efficiency and best practices in patient care
Submits regular financial reports, documents, meeting agendas, and minutes.
Monthly and quarter sales reports for products
Monthly reports of Aesthetician services performed
Reports for individual events at IAPRS or off-site events
Monthly sales tax reports completed and sent directly to IAPRS accountant
Other reports as requested by Medical Director or Administrator
Functions as a liaison for patient questions and/or concerns/complaints.
Oversees online store and ensures that all orders are processed accurately, packaged and sent within one business day of customer order
Oversees financial records and works with billing service as needed to ensure accurate and timely reporting of financial information.
Supervision of patient scheduling activities as they relate to the business office, hospital and the surgery center in a manner consistent with guidelines established by the Medical Director.
Supervises all medical records activities as they relate to the business office and surgery center including filing and retrieval, in a manner consistent with the efficiency and needs of the Center.
American Association of Ambulatory Health Care (AAAHC)
Ensures staff is up-to-date with all necessary accreditations including education
Performs property management functions as they relate to the Surgery Center building and property. Includes: Lighting, lawn service, snow removal, HVAC, carpet cleaning, floor waxing, oversight of cleaning crew, IT and computers, alarms, lighting, pesticide control, general maintenance issues and questions.
Assures that all office technology contracts are up to date;
Assures all technology is up to date with cleaning and preventative maintenance in accordance with industry guidelines. Includes: Lasers, liposuction machines, surgical monitors, HydraFacial, IPL, microneedling, computers, and all other office technology.
Maintains all on-call schedules and makes changes as needed with appropriate parties, including physicians and hospitals;
Performs other duties as requested by the Medical Director and Administrator.
Available after hours to respond to questions, situations, alarms and/or emergencies that may arise.
Assists with regular marketing activities and events as needed
Assists with hospitality for patients during events, seminars, injectable and office as needed
Acts as liaison and manages registrations and AR for Sculpting for Surgeons, LLC, workshops and lectures
ESSENTIALS SKILLS, ABILITIES AND JOB KNOWLEDGE:
Knowledge of business and management principles as they relate to a private medical office including strategic planning, resource allocation, human resource modeling, leadership techniques and operational oversight;
Possess excellent communications skills, clear and concise written and verbal skills and possess superior emotional intelligence;
Must be able to multi-task while maintaining open communication with staff and employers;
Excellent attention to detail, analytical skills, and possess a solution-focused approach;
Ability to establish effective working relationships with people as well as the ability to listen, understand, and confer with personnel, physicians, patients, and the general public;
Confidence and competence with computers, including medical software, Gmail, google calendar, Word, Excel. Willingness and ability to learn other computer programs and applications;
Demonstrates a high energy level, excellent personal skills, flexibility and a strong belief in the concept of specialty physician office practice and outpatient surgery.
Ability to communicate ideas and views effectively when speaking to groups, staff, committees, supervisors, and the general public;
Ability to maintain operations within a budget;
Skills in planning, assessing, implementing, evaluating, teaching, and supervising;
Additional Salary Information: Eligible for additional bonus program
Internal Number: OSCM001
About Institute of Aesthetic Plastic & Reconstructive Surgery
The Institute of Aesthetic Plastic and Reconstructive Surgery is a single-surgeon Aesthetic, Plastic and Reconstructive Surgery and Head/Neck Reconstructive surgeon's office located in Longmont, CO.