Health System, Ambulatory Director of Operations

Ambulatory Operations:

• Is accountable preparing, reviewing, communicating and achieving annual ambulatory and department budgets, staffing, productivity, supply chain, capital, space and lean standard work plan.
• Partners with executives, senior leadership, department leadership/management and process owners to identify, prioritize and address ambulatory operations optimization across the health system aligning with Board and Ambulatory Management Committee goals.
• Serves as Secretary to the Ambulatory Management Committee of the Board’s Practice Improvement and Optimization Subcommittee (PIO) to gain approval for ambulatory and department budgets, staffing, productivity, supply chain, capital and lean standard work plan goals and related projects
• Evaluates general and specific business conditions as they relate to operational issues and advises Ambulatory leadership and the department chairs/service chiefs and administrators on these matters.
• Directs the development and implementation of organizational procedures and controls to promote communication and adequate information flow within the organization’s policies, procedures, and guidelines.
• Develops, demonstrates knowledge of, approves, and provides guidance on policies, procedures, and standard ambulatory workflows across the health system.
• Ensures compliance and adherence to the organization’s structure, management philosophy, and mission statements.
• Oversee practice liaisons in their role with referring physician outreach activities
• Oversees the administrative business support services i.e. Desk, HIMS, etc.
• Effectively uses program and project management tools and personnel to manage projects and communicate, to stakeholders, each project life cycle stage.
• Participates on or presents to national societies, etc. recognizing the University of Kansas Health System as leader and demonstrated best practices.

Ambulatory Standard Workflow and Process Improvement:

• Is accountable for lean standard operating procedures and regularly engages the Ambulatory Practice Committee of the Board via the Practice Improvement and Optimization Subcommittee.
• Provides vision and direction for development and implementation of standard workflows across the system.
• Uses Lean Management System principles and processes.
• Represents Ambulatory and serves as lean global process owner, and coach/instructor.
• Assures departments clinical and administrative standard work adherence. Works with department leaders and managers to foster improvement.

Capital and Facilities Planning:

• Partners with department leaders, strategic planning and business development, and the VP of Ambulatory Services and Practice Management preparing an ambulatory growth and sustainability strategic plan and annual plan.  Is accountable for recommending the annual capital and facilities plan to the Ambulatory Practice Committee of the Board via the Practice Improvement and Optimization Subcommittee.
• Is accountable for recommending ambulatory facility standards e.g. signage, exam room design, etc.
• Partners with facilities team to ensure facilities are maintained to patient and provider standards.
• Considers present and planned capacity.  In financial terms, considers manpower and practice needs, including facilities and technology.
• Oversees development and coordination of new office locations or relocation.  Oversees the correct use of revenue cycle functions, policies, and procedures and education of all staff.

Staffing:

• Ensures effective administrative and clinical staff coverage for the practice within budgetary guidelines.  Monitor, analyze, assess, and communicate practice progress to department leadership,
• Uses recognized benchmarking organization to provide comparative staffing ratios and productivity i.e. MGMA, Vizient, etc.
• Develops and maintains accurate and reliable staffing tools.

Sustainability:

• Is accountable for developing an accurate annual budget (capital, space, personnel, expense/revenue) as well as adhering to the budget. Requests approval and provides ongoing engagement of the Ambulatory Practice Committee of the Board via the Practice Improvement and Optimization Subcommittee.
• Works collaboratively with Supply Chain Management to ensure Ambulatory supply formulary is developed and maintained, Lean 5S is used across departments/clinics, and organizationally meet the supply expense per wRVU annual target.
• Coordinate review of equipment with Biomed that includes regular assessment and planning for replacement as well as incremental needs.
• Prepare and monitor financial and operating reports and present to appropriate stakeholders.

Analytics:

• Directs the preparation and maintenance of management reports necessary to carry out functions of the practice.
• Prepares periodic reports as necessary or required
• Analyze this data, identify gaps, develop a plan and lead implementation strategies to make necessary optimizations and improvements.
• Design and implement tracking procedures and improvement processes that assure sustainability of operations

Growth and Access:

• Coordinates new business partnerships/relationships (i.e., employer, technology, health care vendor, etc.) and ensures operational practice integration.

• Oversees new business growth, financial analyses application and leadership presentation (i.e., new clinical programs e.g. Womens’ Health Program, Gender Transition Program, etc.)