Supervisor, Clinic Support

We need to output HTML fragment with sections: About the role? The posting includes Department Overview, Function/Duties of Position broken into subheadings: Daily Operations, Education/Training, Personnel Management, Quality, Safety, Meetings/collaboration, Finance, Other Duties As Assigned, Required Qualifications, Preferred Qualifications, Additional Details (maybe schedule), Why apply to OHSU? We need to use

for section headings (e.g., About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). However we should only include sections when posting has real specific content. We need to map content to these headings appropriately. The instructions: "use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." So we should use those exact headings? It says e.g., meaning examples. Likely we should use those headings where appropriate. We need to decide which sections to include: About the role (department overview), Responsibilities (duties), Requirements (required qualifications), Qualifications (maybe preferred?), Skills (maybe skills list), Benefits (none given), Pay (none), Schedule (maybe schedule details). We must not create sections with filler like "not specified". So only include sections where we have content. We have department overview content -> About the role. Responsibilities: we have many duties (Daily Operations, Education/Training, Personnel Management, Quality, Safety, Meetings/collaboration, Finance, Other Duties As Assigned). So we can put those under Responsibilities as a list. Requirements: Required Qualifications. Qualifications: Preferred Qualifications. Skills: maybe list of skills from required qualifications: communication, customer service, teamwork, independent work, deadlines, phlebotomy, lead diverse team, computer skills 45 wpm, organizational, multitask. Could be a Skills section. Benefits: none given -> omit. Pay: none -> omit. Schedule: Additional Details includes schedule: Variable 7:00am-7:00pm M-Fri and occasional evening. Also clinic hours earlier. So we have schedule info -> include Schedule section. We must not repeat job title as heading. No Job ID. We must preserve all substantive information; do not invent or summarize away detail. So we need to include all details from the posting, but we can format as lists. We need to avoid boilerplate: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The "Why apply to OHSU?" includes some EEO language but also mission statement. It's not boilerplate? It's a promotional paragraph. Might be considered okay to keep? The instruction says remove EEO/equal-opportunity boilerplate. The "Why apply to OHSU?" includes statements about welcoming all, anti-racist, etc. That's EEO-ish. Might be considered boilerplate. Safer to remove that section. Also "All are welcome." etc. Probably remove. We need to keep the department overview, duties, qualifications, skills, schedule. We must output only HTML fragment, no /, no markdown fences. Let's craft:

About the role

Department Overview This position provides leadership, expert guidance, and oversight for clinical staff at Orenco Primary Care, a shared clinic between Internal Medicine, Family Medicine, OHSU and Hillsboro Medical Center with a Family Medicine Residency program and several subspecialities including Geriatrics, Gender Affirming Care, Office Based Addictions Treatment, Psychiatry, Sports Medicine and Obstetrics. This position reports to the Orenco Practice Manager and works closely with the Orenco Medical Director. Overall responsible for directing and coordinating the daily functions and duties of the clinic; patient/clinician flow, compliance to regulatory requirements, ensuring education/training is up to date, HR management, scheduling (daily, weekly, and monthly), quality projects, safety for staff, patients and visitors, provides back-up support for clinical staff and attending meetings. Provides back-up support for 18 clinic support staff, who support approximately 23 providers. This position works collaboratively and supports coverage with the PAS Lead and has the ability to perform PAS functions as it relates to patient flow and the medical assistant role. Supervises Medical Assistants and Care Coordinators at Orenco Station Primary Care These responsibilities are performed in a manner that is consistent with the expectations of the Division of General Internal Medicine, the Department of Family Medicine, OHSU, HMC and Ambulatory Care. The Back Office Supervisor is on Call 24/7 for potential clinic and safety issues needing prompt attention. The Clinic is open 7:30AM –8:00 PM Mon. – Thursday and Friday 7:30 AM – 5:00 PM.

Then Responsibilities: we can list each duty as

• ... but we need to preserve all detail. Could break into subpoints but we can just list each bullet as a sentence. We have many duties; we can group under headings? But only allowed

  for section headings; we could still use

  ? Not specified. Safer to just use

  • for list items. We'll create a

    Responsibilities

    then
    with each duty. List duties: - Ensures patient/clinician flow for efficiency within clinic - Assists with clinic operations during times of short staffing or extreme busyness. - Assists with crisis management. - Ensures that all daily, weekly and monthly quality checks are completed - Ensures that supplies/equipment/medications and vaccines are kept at PAR levels. - Demonstrates collaborative problem-solving skills and conflict resolution. - Provides daily “rounding/huddle” and will be accessible, available, and responsive to staff, providers and patients. - Reviews provider schedules, including clinic, precepting and call schedules for gaps and overlaps. - Assigns daily provider coverage for vacations, CME, FMLA, etc. - Works with Practice Manager and Medical Director to establish schedules for new clinicians based on clinical need, room utilization and FTE. - Trains clinic support staff on EPIC - Trains and ensures all clinic support staff are up to date on all point of care tests (UA, Hemoglobin, UDS, HCG, Strep, fecal occult, glucose, etc) - Ensures all clinic support staff are compliant with required clinic, hospital, and other trainings, policies and procedures (TJC, Vaccines for children (VFC), Compass trainings, Oregon immunization alert, etc.) - Develops training material and orients new clinic support staff staff - Completes employee evaluations (probationary and annual) - Responds to grievances - Creates/updates job descriptions - Recommend wage adjustments and bonuses allowable per contracts. - Establishes work schedules and monitors work performance, staffing assignments, vacation and leave approvals, as well as time and attendance system. - Ensures that schedules and assignments are made and adjusted based on sick calls, special patient needs, special assignments and training - Build and maintain a work environment that reflects a positive atmosphere, high employee satisfaction and competence and a strong evidence of teamwork and team diversity. - Assists with recruiting and human resource management activities for all roles within the clinic, including providers and residents. - Responsible for entering schedules into Kronos, monitoring staff for on time arrival, ill calls and occurrences. - Maintain an efficient patient-centered environment ensuring an exceptional patient experience through kindness, inclusion, integrity, accountability, and excellence. - Responsible for the recruitment and hiring of open positions, as well as the forecasting and request of new initiatives. - Responsible for the onboarding. - Promotes staff professionalism and performance with coaching, training and feedback. - Mentors’ others in individual and team accountability, modeling behavior and demonstrating best practices/techniques. - Approach the performance review process constructively and conduct it in accordance with OHSU Code of Conduct and departmental guidelines and procedures. - Offers continuing guidance and assistance to employees on work activities, procedures, competencies, development and performance-related issues as appropriate. - Addresses any performance related issues promptly. - Work closely with the Practice Manager and the HR Business Partner on all matters related to employee and labor relations. - Ensure compliance with staff credentials including licensure, registration and mandatory education. - Ensures OHSU and HMC patient/customer service standards are met. - Handles patient complaints as needed. - Collaborates with the Practice Manager to: Lead process improvement initiatives, daily management system (DMS), and daily readiness meetings with staff, residents, and providers. - Develop and implement departmental policy and procedures to solve specific operating problems and improve patient care, factoring in OHSU, HMC, Family Medicine and Internal Medicine standards. - Encourage staff participation in planning, decision making, and problem solving. - Ensures broken or new equipment is reviewed by clinical technology services. - Contribute to space utilization and managing the growth of the clinic - Works with Practice Manager and/or Executive Assistant on environmental service issues. - Assists with incident reports and workers compensation tracking. - Ensures medication and vaccine safety - Keeps informed of all licensures, regulatory and safety requirements. - Ensures department and staff compliance with CMS regulations, HIPAA, OSHA, CLIA, OHSU, the Nurse Practice Act compliance, DNV and other regulations - Attends, participates and leads meetings including but not limited to: back office, back/front office meeting, all team, quality improvement, labor management, lean, and others within Orenco Station Primary Care as directed by the Practice Manager. - Collaborates with the Practice Manager and other members of the Leadership Teams within OHSU, HMC, Family Medicine and Internal Medicine. - Builds collaborative network and partnerships with ancillary departments and other departments across Hillsboro Medical Center and the university. - Demonstrates fiscal accountability and effective use of resources. - Manages, with guidance and support from the Practice Manager, applicable clinic expenses. - Ensures that adequate and appropriate funding is available for all approved expenses prior to submission for approval. - Monitors resources needed and purchases items needed to support productivity of staff and clinic. - Coordinate assessment, planning and purchase of technical equipment. - Monitor equipment repair needs and purchase or authorize the purchase of repair services. - Assess furniture or equipment needs and purchase necessary items. - Ensure that expenses meet functional, policy and budgetary requirements. - Prepares necessary documentation for Practice Manager review/approval. - Assists Practice Manager in budgeting expenses associate with clinic operations. - Other Duties As Assigned. That's a lot but we need to preserve all. Then Required Qualifications:

    Requirements

    • AA or equivalent education/experience, plus 2 yrs clinical experience with previous lead/supervisory experience.
    • Excellent verbal and written communication skills
    • Strong customer service skills
    • Ability to work as part of a team
    • Ability to work independently
    • Ability to meet deadlines
    • Ability to draw blood and give injections to adults and pediatric patients.
    • Ability to lead a diverse team
    • Strong computer skills type 45 wpm
    • Excellent organizational skills
    • Ability to multitask
    Preferred Qualifications:

    Qualifications

    • AAMA or RMA Certified
    • 2 Years of college with 2 Years experience and/or Bachelor's degree preferred
    • Previous family practice/internal medicine/primary care experience
    • Previous experience with culturally diverse patients
    • Bi-lingual: Vietnamese or Spanish
    • AAMA or RMA Certified (duplicate? but keep as is)
    Skills: maybe we can extract skills from required qualifications: communication, customer service, teamwork, independent work, deadlines, phlebotomy, leadership, computer typing 45 wpm