Branch Manager

At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Branch Manager

SUPERVISOR: Chief Operations Officer

HOURS PER WEEK: 40/Exempt

DEPARTMENT: Administration

HIRING BONUS: $1,000 after 90 days

The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

PRIMARY FUNCTION: Responsible for planning, directing, coordination and controlling all operations and activities of the Branch within the scope of the policies and procedures for The Portland Clinic (TPC).

DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS)
1. Act as a liaison between Administration and the branch, timely sharing relevant information from various meetings. *
2. Oversee management and daily operations for physicians, providers, and employees.
3. Oversee and manage specialty service lines throughout The Portland Clinic. Report out to COO on trends of the dept on a monthly basis.  Including but not limited to referral patterns, access, equipment, volumes, work queue status, identify areas of workflow throughout and opportunities for continued growth.
4. Form a dyad partnership with Nursing Supervisor. Listen, problem solve, be responsive and coach on site employees.  Engage in regular communication with Chief Operations Officer.
5. Work with physicians and staff to continually promote quality patient care & experience, employee morale and workflows that may be replicated across sites to gain efficiencies and reduce errors. *
6. Maintain working knowledge of current clinic and branch policies and procedures. Keep downtime manuals up to date and continuously re-train and inform staff of these procedures. Point person for service disruption coordination and communication within the branch and larger organization.
7. Provide time sensitive information via daily huddles to the Branch physicians, providers, and staff. *
8. Conduct regularly scheduled provider meetings.  Conduct regularly scheduled service line meetings. Include CMO and COO as applicable.
9. Partner with all Managers/Supervisors/Leads who have staff at your location to provide real time and evaluative feedback and to resolve any issues or concerns.*
10. Responsible for building, maintaining, and monitoring physician schedules to provide adequate coverage at the Branch. *
11. Responsible to ensure building is open for business and securely closed after hours. Responsible for building security as it relates to HIPAA and staff safety.
12. Participate in interview process for potential Branch employees, providers, and leadership as requested.
13. Responsible for accountability for all Branch operations, including but not limited to the coordination of equipment purchasing, capital budget requests, supplies, BILL.com, and services. *
14. Responsible for annual operational budget preparation and monthly review. *
15. Responsible for annual personnel budget preparation and review of any new/changes to FTE requests*
16. Attend professional meetings and seminars to enhance management.
17. Maintain regular communication with all departments and leadership regarding relevant information, advice, and assistance to manage a successful Branch. *
18. Responsible for being first point of contract for provider/physicians issues and concerns.  Work in collaboration with provider/physician to resolve and/or escalate to CMO for further assistance.
19. Partner with The Clinic’s Patient Care Advocate to respond to patient concerns. Address onsite concerns, in person, as needed. *
20. Ensure open encounters are closed timely and missing charges report is worked monthly
21. Review referral patterns within specialty departments and work in collaboration with COO for external partnerships.
22. Carry out other duties and responsibilities as assigned.
23. Maintain regular, in person, work attendance and punctuality, as scheduled. *
24. Work respectfully and collaboratively in a team environment with a spirit of cooperation. *
25. Participate as an active team member in a patient-centered medical home.

EDUCATION REQUIRED:
⦁ Bachelor’s degree OR an equivalent combination of education and relevant work experience

EXPERIENCE/QUALIFICATIONS/SKILLS REQUIRED:
⦁ 5 years of progressive supervisory experience
⦁ 5 years of healthcare field experience
⦁ Excellent oral, written, and one-on-one communication skills, able to communicate effectively with all levels of the organization
⦁ Ability to interact and establish good rapport with people over the phone and in person, often in stressful situations
⦁ Ability to react calmly and effectively in emergency situations and to work under pressure
⦁ Strong organizational, interpersonal and communication skills and the ability to adapt to shifting priorities that are critical for success at the branch and overall organization
⦁ Team leadership and positive agent of change
⦁ Strong problem-solving skills, demonstrated effective, managerial skills with the ability to organize, coordinate and facilitate work groups
⦁ Skill in establishing and maintaining effective leadership presence with staff, providers, and patients
⦁ Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision
⦁ Experience in working in situations which involve authority, leadership, meeting targets and deadlines and resolving conflict
⦁ Compassionate, patient, tactful, diplomatic and contributes to an environment where people feel valued
⦁ Proficiency in Microsoft Word, Excel, and PowerPoint to create materials and documentation

PREFERENCES:
⦁ 10 plus years of healthcare field experience
⦁ Electronic Health Record Competency
⦁ Shows an interest in taking actions to increase his/her knowledge and development as a leader.
⦁ Values team success
⦁ Compassionate, patient, tactful, diplomatic, sociable, well organized, thorough, and independent
⦁ Contributes to an environment where people feel valued
⦁ Keyboarding skills
⦁ Electronic Health Record competency
⦁ Proficiency in medical software and Microsoft Windows
⦁ Competency in language, grammar, and spelling
⦁ Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision
⦁ Skill in establishing and maintaining effective leadership presence with patients and staff

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
⦁ 401k plan with employer contributions up to 5% annually
⦁ Roth IRA
⦁ Comprehensive Medical, Dental and Vision insurance
⦁ Flexible Spending Account
⦁ Health Savings Account
⦁ Company provided $10K Group Life/AD&D insurance
⦁ Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, Accident, and Hospital Indemnity
⦁ Norton Identity Theft Protection (optional)
⦁ Pet Insurance (optional)
⦁ 6.46 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE
⦁ One paid Wellness day per year
⦁ Seven paid holidays, and 1 partially paid holiday (mid-day closure)
⦁ Employee Assistant Program