Clinical Operations Manager job at Lifelink Medical Centre
JOB DETAILS:
DUTY STATION : Life Link Medical Centre
POSITION : Clinical Operations Manager
REPORTS TO : Medical Director
INTERFACES WITH : Senior Management Team and Heads of Departments
OVERALL JOB PURPOSE
As a Clinical Operations Manager, you are the overall person accountable for the effective running of all medical activities within the facility. Your overall objective is to ensure that the level of service delivery meets agreed/ expected Lifelink and regulatory standards. This requires that you are a proactive, problem solving and professional.
JOB REQUIREMENTS
• Bachelor of Medicine and Bachelor of Surgery (MBChB) or equivalent from recognized institution
• A Masters’ degree in a management course or Post Graduate Diploma in Management.
• Must be registered with the Medical and Dental Practioners’ Council and possess a valid practicing license
• 5 years working experience in a clinical environment, 3 of which, should have been in administrative role as senior Management level.
CORE COMPETENCIES
Leadership qualities
• Fairness and assertiveness
• Creative and proactive
• Openness and Integrity
• Decision making
• Coaching and mentoring
• Innovation
High level of Clinical competency and experience
• Wide exposure to good medical practices
• Able to serve as a point of reference on clinical matters
• Good examination, and other clinical skills
• Problem solving skills
• Business acumen
Good understanding of QA systems
• Ability to develop SOPs for the different clinical and non-clinical processes
• Able to compile, analyze and report data
Communication skills
• Written, phone etiquette, public relations, gives and receives feedback.
• Report writing, presentation and execution
People Management and Team building
ADDITIONAL SKILLS
• Knowledge in MS office word and excel is required
• Knowledge of AMS (patient health Information management system)
• Knowledge of Tally accounting software
KEY RESULT AREAS
PATIENT SAFETY, DOCUMENTATION AND RECORDS MANAGEMENT
• Functional SOPs to guide medical staff in diagnosis, rational prescription, and an active patient follow up system.
• Accurate documentation of patient medical information, clinical processes and encounters
• Delivery of accurate and reliable results from other departments (e.g., Laboratory and Radiology)
• Timely and appropriate patient referral
• Management of patient medical records
QUALITY OF CARE
• Implementation and adherence to infection control procedures
• Level of professionalism among all clinical staff
• Functional SOPs and Monitoring and Evaluation of routine work processes and procedures.
• Regular review of medical records.
• Documentation of significant incidents
• Implementation of a Quality Management system at all levels of clinical care.
CUSTOMER CARE
• Managing patient waiting times.
• Clinical staff dress code compliance (name tag, clinical coat etc.)
• Managing unhappy clients
• Quality/ level of customer service among the clinical staff.
PRODUCTIVITY, INNOVATION AND LEARNING
• Managing duty rosters for all clinical departments to ensure a seamless service.
• Performance management – Set KPIs, Quarterly performance assessment documented, Set SOPs
• Staff training and Development- Training needs assessed, training schedule in place, Training link to achievement of company objectives.
• Meetings –Planning, chairing and following up on action points from clinical departments.
• Innovation of new services and improvement of old processes.
• Self-development
PROFITABILITY
• Management of medical supplies including sundries, consumables and equipment
• Management of drugs- expiries and stock movement.
• Financial performance of clinical departments- Client growth, revenue growth
• Cost control in clinical and related support departments
• Pricing
STRATEGY, BUSINESS DEVELOPMENT AND SUSTAINABILITY
• Implementation of strategic plan
• Up to date Staff and Facility licenses
• Resource Budgeting and planning
• Business development
• Departmental performance (financial and non-financial)
SPECIFIC JOB RESPONSIBILITIES
STRATEGY, BUSINESS DEVELOPMENT AND SUSTAINABILTY
• As part of the group’s strategic planning, works in conjunction with the Senior Management team and directors to establish a strategic plan for the group.
• Provides proactive and sound guidance on management of medical equipment and investments, and the service and practice trends.
• Participate in the annual budgeting exercise
• Be involved in managing existing partnership ensuring effective communication on clinical and patient matters.
• Work with other Managers and Heads of Departments to develop service standards and service goals.
• Works with department managers and patient care executives to implement annual strategic goals.
• Identify and explore new business opportunities
• Maintain good working relationships with stakeholders and regulatory authorities.
• Actively contribute and participate in the institution’s management approach
• Ensure timely licensing and registration of the facility and the medical staff.
• Create and implement a robust succession plan.
• Suggest to management any relevant improvements that will help the hospital grow and remain competitive in the region
PRODUCTIVITY, INNOVATION AND LEARNING
Clinical productivity
• Conduct consultations with patients
• Act as a point of reference for all clinical matters
• Create and ensure an efficient patient care pathway, avoiding unnecessary delays and not missing vital steps
• Coordinate clinical operations for Allied services including but not limited to laboratory, Dispensary, Radiology, physiotherapy and nutrition.
• Ensure Clinical equipment is available and maintained in good working condition.
• Holistic coordination of patient care including patient referrals for investigations, care, or specialists review.
Performance Management and Learning
• Set and agree on KPIs with each of the clinical staff.
• Appraise the clinical team on KPIs and minimum standards.
• Maintain recognition/reward systems for all medical staff.
• Managing clinical staff rosters
Human Resource
• Advise HR on staff needs, staffing gaps and skills mix for clinical staff.
• Propose potential candidates for vacant positions in clinical departments
• Head orientation program for new clinical staff.
Training
• Provide oversight on the quality of CME sessions organized by the clinical team-looking at content, relevance and presentation skills. Consider relevance in relation to the Lifelink objectives
• Identify staff training needs, draft and implement a training schedule for all medical teams, linking the training to the company goals.
• Ensure personal development
QUALITY ASSURANCE
• Oversee Infection Control within the facility
• Environmental health and safety management
• Ensure good medical practice for all health professionals
• Generate and implement an operational Quality Management system that encompasses all service levels
• Facilitates the development and implementation of Standard Operating procedures (SOPs), Treatment guidelines, and ensures compliance of staff to the stated SOPs.
• Conducts and facilitates clinical, mortality and incident audits and audit of patient medical records.
• Ensures implementation of the professional code of conduct among all medical staff.
CUSTOMER CARE, CLIENT RELATIONS AND COMMUNICATION
Client relations
• Proactively promote both internal and external client satisfaction by providing regular updates on clinic systems, training and feedback.
• Responding to and managing aspects of client dissatisfaction.
• Handling high level visitors to the hospital
• Manage correspondences with local and government authorities and with other hospitals.
• Participate in skills training of medical staff in customer service
Communication
• Facilitate top-down communication with purpose of implementation of Lifelink strategies and bottom-up communication with the purpose of informing strategy and process improvement.
• Appraise clinical literature being disseminated to clients
Meetings
• Planning, Chairing and following up on action points from hospital meetings
• Attend Management meetings called from time to time
• Attend departmental meetings or delegate as required
PROFITABILITY
• Be involved in the pricing of services and products, profitability but maintaining competitiveness.
• Be involved in the management of the use of medical supplies, sundries and equipment maintenance
• Ensure Maximum utilization of company equipment so as to generate the most revenue out of them and hence improve return on investment
• Involvement in drug stock management caring to keep expiries to a minimum
• Ensure that monthly department statistics are captured, reported and analyzed for purposes of decision making, service improvement and to guide investment decisions
REPORTING
• Ensure documentation and filing of incidents
• Compile and file HMIS report to the relevant authorities
• Ensure that Monthly performance Reports are generated, submitted in time and analyzed for purposes of performance monitoring and guidance of decision making. Schedule of Monthly, quarterly and annual reports is below but isn’t exhaustive
• Patient Reports: (In-patient and OPD where relevant: Diagnosis, Outcome, Revenue, Challenges)
• Schedule of Current SOPs and Infection Control Procedures at the different Service stations
• Incidents
• Audits
• Customer Related Challenges arising out of clinical operations/ or affecting Clinical operations
• Staff attendance Reports
• Staff Performance Management
• Staff training
• Business development and Improvement
• Stock Management including sundries and related supplies:(at Departmental level- Nursing, Laboratory, Radiology, Procedure room/ Theatre, maternity, A&E, Consultation Rooms, Specialist clinics
• Equipment performance analysis
• Updated Pricelist/Price reviews
• Strategic plan implementation update
• Budgets
• HMIS (Regulatory)
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
Some decisions you may have to make will be unpopular with your colleagues causing alienation always ensure that you help your teams as far as possible to understand your rationale.
You may be required to work longer hours ensure a complete service delivery.
Job application procedure
If you are interested in any of the opportunities above;
Please, you may submit your application as indicated above or you may do it by email:
More Information
- Address Kampala, Uganda ,East Africa
