Sep 07, 2021
University of Virginia
The Operations Manager is a non-clinical manager who is responsible for supporting operations in the Prosthetics and Orthotics (P&O) Division. This position will work collaboratively with the Technical Director to ensure that the P&O Division is operated on a fiscally sound manner and has the necessary equipment and supplies to provide timely and quality care to its patients. This individual participates as an essential member of the Department of Orthopedic Surgery’s management team to address and resolve general management/administrative issues such as financial and budgetary monitoring, inventory and supply ordering, device coding and revenue capture, patient scheduling and service pre-authorization, patient and staff safety and patient flows, overall timeliness and quality of services provided to patients. This position will supervise the supply chain technician and any other non-clinically assigned personnel.
Reports to the Chief Operating Officer (COO) of Orthopaedic Surgery to help prepare and manage all P&O revenue, operating, and capital expense budgets for assigned areas of responsibility
Monitors the P&O operating budget throughout the year and shares monthly financial information with the technical Director to ensure the Division is meeting or exceeding budget. Takes corrective financial action when necessary.
Maintains knowledge of P&O billing (using proper HCPCS) and reimbursement regulations, prior authorization requirements.
Collaborates with the technical staff to adopt updated coding guidelines, verifying prescription and supportive medical documentation, along maximizing prior authorization and reimbursement opportunities in line with governmental and commercial payer regulations.
Monitors patient charges and intervenes when necessary to ensure timely, accurate and comprehensive charge capture and completion of all supportive documents (patient signed ABNs and device delivery forms).
Works with UPG Contracting to review and develop new payer P&O contracts and carve outs.
Works with the Finance Director of Orthopaedic Surgery to develop and to modify the P&O fee schedule when required.
Oversees the acquiring, managing, and ensuring optimal usage of consumable supplies and purchased components and devices. Maintains a continuous inventory system. Coordinates processes to ensure the successful operation of the system to include computer storage of information and periodic hand counting as deemed necessary. Establishes protocol for removal of materials from inventory, and develops written policies.
Works with the Technical Director and the Supply Chain Technician to minimize inventories and reduce costs through standardization and selection of lowest cost inventory consistent with acceptable levels of quality.
Coordinates product selection process through active participation with Orthopaedic clinicians and technical staff. Ensures that minimal inventory items will be returned.
Works with receptionist/schedulers/prior authorization staff members to keep the daily work load flowing smoothly and helps prevent excessive wait times because of inventory/supply issues.
Ensures that all divisional, departmental, health system, and JCAHO guidelines are met.
Works closely with the providers and supply chain technician to ensure that required inventory items for either off-the-shelf devices and/or custom components will be available for scheduled orthotic or prosthetic fabrication and/or fitting.
Determines, writes, implements and updates patient and staff safety policies and/or standard operating procedures are followed by everyone working in the Division. Educates staff about building/facility safety and P&O facility access.
Ensures that the P&O facilities space is properly cleaned and maintained. Schedules and oversees preventative maintenance of all fabrication equipment, computing and printing devices.
Works with Hospital Engineering to resolve equipment malfunctions and ensures that all regulatory requirements regarding equipment performance are met.
Coordinates the accreditation process with the Technical Director for JCAHO, ABC, etc.
Works with the P&O providers to ensure that all required quality initiatives (patient satisfaction and scorecard metrics) are achieved both within the Health System and at any satellite locations.
Provides in-services and lectures to P&O technical and support staff about all regulatory requirement changes, new policies and procedures, inventory processes, charge capture and billing requirements, and safety procedures.
Attends departmental, health system monthly or quarterly meeting concerning computing, risk management, and safety concerns.
Attends formal continuing educational meetings and seminars necessary for professional development.
Oversees both the technical and support staff hiring process that including job posting, advertising, arranging an appropriate search committee, interviewing, candidate selection, working with the COO and finance director to determine appropriate compensation, on-boarding and required training.
Serves as the supervisor for the supply chain technician and any other assigned support staff. These responsibilities include monitoring and approving staff time and attendance, reviewing and implementing performance and productivity standards, and completing evaluations as required by Human Resources.
Develops goals and objectives and establishing priorities for supervised staff.
Inspires staff confidence, appropriate risk-taking, and achieving high standards.
Demonstrates ability to effect collaborative alliances within and outside P&O and fosters trust, credibility, and understanding.
Reviews provided monthly financial reports and understands any budget variances and takes appropriate action.
Helps to identify all costs associated to a given device/service to assist the Department Business office to develop appropriate fees and/or contracts which will allow the Division to maintain a profit.
In addition to the above job responsibilities, other duties may be assigned.
Bachelor's degree in Business Administration, Finance, or a related field of study.
Three years of supervisory experience
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.
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