Operations Manager Hem / Onc

Job Title :  Operations Manager Hem / Onc

FLSA Status :  Exempt

About us

Physicians East, P.A.is a team of skilled healthcare professionals united to meet the challenge of delivering quality, cost-efficient, comprehensive healthcare to the people of Eastern North Carolina.

Location & commitments

FT role based at Arlington location, Monday-Friday, 8a.m. 5 p.m.  Additional hours may be required to meet the needs of the business.  Weekend work is rare but can occasionally be necessary.

Supervision Received : Reports to Director of Operations.

Supervision Exercised :   Supervises all departmental staff as assigned.

Typical Physical Demands :

Requires sitting for long periods of time.  Working in office environment.  Some bending and stretching required.  Working under stress and use of telephone required.  Manual dexterity required for use of calculator and computer keyboard.

Typical Working Conditions :

Work is performed in an office environment. Extensive telephone contact with insurance companies, medical facilities, patients, and internal staff.

About the role

The Operations Manager is responsible for the overall administration and operations of the Hematology / Oncology practice, including its in-house chemotherapy infusion center. This role ensures efficient workflows, regulatory compliance, financial performance, and a patient-centered environment. The manager will oversee staff, coordinate with physicians, and maintain seamless integration between clinical and administrative functions.  The manager is responsible for performing the tasks and duties below under the guidance and direction of the Director of Operations. This position will be required to follow policies and procedures set forth by Physicians East, P.A. and abide by the policies and regulations set for by the Health Information Portability & Accountability Act (HIPAA), HCFA, and any other state and federal regulatory requirements necessary to perform the functions of the position.

Responsibilities : Practice Operations

Oversee daily operations of the Hem / Onc clinic and infusion center.Manage patient scheduling, treatment coordination, and physician support services.Ensure efficient patient flow and minimize wait times.Ensure seamless collaboration with laboratory, pharmacy, and ancillary services.Develop and implement policies and procedures consistent with oncology best practices.Coordinate physician meetings and maintain agenda & minutes. Communicate office / staff issues and physician needs / concerns to corporate leadership.Act as a liaison with other departments, corporate leadership & the community to project the practice and providers positively.

Staff Management

Recruit, train, and evaluate team members to maintain high performance.Foster a positive, patient-centered culture across the practice.Supervise APPs, including vacations, call, and office coverage. Hold regular meetings and maintain minutes as required by the respective boards.

General Duties

Work closely with clinical supervisor providing support in her functions and understanding how the clinical position impacts the financial aspect of the POD.Perform cost analysis and workflow analysis for various projects / equipment determined by physicians and personal observations. Improve office workflows and continually seek ways to improve processes. Maintain vision for where healthcare and practice should be going.Evaluate / order / approve supplies and equipment purchases. Approve invoices for payment and send to Finance Department. Maintain and minimize office expenses.Maintain office reports and act on information obtained to determine staffing / training / advertising needs.Verify responsibilities are carried through, and error rate is minimal / acceptable.Provide technical support for minor system problems (computers / printers / phones). Super User for Electronic Medical Record and Practice Management System. Assist with system upgrades, training and attend meetings regarding potential system changes.Seek methods to improve patient satisfaction & patient education. Handle patient concerns / complaints regarding billing / workflow / physician and / or staff issues.Backup key office positions.Oversee template and schedule maintenance. Including time slot layout and appointment slot assignment.Attend meetings as required. Sit for various committees as determined by current projects and take on assignments to assist such committees.Other duties as assigned.

Financial & Business Oversight

Monitor budgets, expenses, and revenue streams specific to Hem / Onc services.Collaborate with billing and finance teams on coding, collections, and reporting.Identify opportunities for cost savings and operational improvements.

Compliance & Quality Assurance

Ensure compliance with HIPAA, OSHA, and oncology-specific regulations.Maintain accreditation standards and support quality improvement initiatives.

Patient Experience & Engagement

Drive initiatives to improve patient satisfaction and retention.Resolve escalated patient concerns with professionalism and empathy.

Strategic Growth

Partner with leadership and physicians to develop growth strategies.Analyze practice performance metrics and recommend improvements.

Candidate requirements :

Bachelors Degree in related field plus a minimum of five years experience in healthcare managing / supervising multiple staff members and job positions in a diverse hierarchy. Background in healthcare required. Must be computer savvy and proficient in Word and Excel. Public speaking required.

Must display a high level of confidentiality, integrity, and initiative.Strong relationship building skills with the ability to delegate and mentor. Strong understanding and modeling of customer service principles.Must have a strong sense of team commitment, which includes meeting deadlines, punctuality and excellent follow-through and feedback.Ability to form positive and collaborative relationships with all levels in the organization.Strong analytical and organization skills required.Ability to lead high quality and productive staff and physician meetings.Knowledge of third party and insurance procedures, regulations and billing requirements, and government reimbursement programs.Have strong ability to lead and or work as a member of various cross-functional teams.Must have strong software skills including knowledge of Word, Excel, etc. Demonstrated proficiency with software applications such as NextGen EMR or related. Possess the ability to identify gaps or problems in business processes and develop ideas to resolve them. Affirmative Action / EEO statement

Physicians East, P.A.is an equal opportunity employer and will not discriminate against any applicant or employee on the basis of age, race, color, ethnicity, religion, creed, sex (including gender, pregnancy, sexual orientation, and gender identity, which includes status as a transgender individual), national origin or ancestry, citizenship, past, current, or prospective service in the uniformed services, genetic information (including family medical history), physical or mental disability, or other legally protected status. Reasonable accommodation will be made for persons with disabilities during the application process and / or at the time of employment. Requests for accommodation should be made to the Human Resources Department as early as possible in the application / employment process. Contact HR Office at 252-413-6368 or email careers@physicianseast.com

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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