Maternity Practitioner Administrative Manager

Job Responsibility:

Title: Maternity Practitioner Administrative Manager Report to: Physician Lead(s)

Description:

Plan and oversee administrative support for the Cowichan Maternity Clinic in a way that upholds the values of the clinic and provides optimal patient care in an enjoyable workplace. Works collaboratively with all staff and clinicians to maximize caregiving in an efficient manner.

Duties and Responsibilities:

• Manage daily administrative operations of clinic including establishing work priorities; assists in resolving problems related to the day-to-day operations (focus on physician areas)
• Work closely with physician leads to assist/identify processes to improve the operation of the clinic to improve patient care and providers ability to deliver excellent care
• Develop and maintain policy/procedure manual and detailed task descriptions
• Assist lead physician with supervising non-Island Health support-staff including performance evaluations, training and problem resolution
• Working with designated physician, scheduling and vacation tracking of physicians and locums
• Supports orientation for new staff and locums including EMR training/setup
• Provides leadership and support in technical areas (Electronic Medical Record, scheduling technology, virtual meeting technology, etc)
• Identify gaps in EMR/workflow (particularly those leading to inefficiencies in care) and help create forms/templates as needed
• Review EMR schedule and ensure clinic days even and full
• When there is a event that requires physician hours to be submitted help coordinate this submission
• Engage and liaise with the bookkeeper and banker to guide their activities
• Support the coordination of the private pay process with MOA team
• Coordinate physician/staff meetings (monthly) and retreat (yearly) by preparing agenda, compiling and sharing meeting notes, helping with submissions for meeting time
• Facilitate open office communication
• Liaise with clinic stakeholders including hospital departments, UBC as needed, community partners, etc.
• Liaise with Maternity head nurse (CNL) about staff time off and adjust clinic bookings and schedule as needed.
• Participate in networking with other maternity clinic managers
• Collect metrics, support performance evaluation, reporting and use of metrics to help better support workforce planning (e.g. variations in deliveries per month and how that might impact scheduling)
• Collecting and organizing statistics around deliveries etc. to help support funding applications including seeking out and applying for potential grants/funding opportunities
• Support the review and maintenance of clinic website, google listing, Pathways listing and marketing material
• Support the recruitment of physicians for permanent and locum positions
• Lead planning of team building and social activities
• Supporting scheduling and event management of continuing medical education events
• Performs miscellaneous job-related duties as required

Potential expansion of duties based on interest and experience:

• Billing submission to MSP and 3rd party insurance and resolve rejections and refusals as needed.
• Review and be up to date with BC Family Doctors and Doctors of BC Maternity billing guidelines
• Bookkeeping for the CMC
• Support the management of the reserve fund including possible low risk investment vehicles (e.g. GIC)

Knowledge, Skills, and Abilities:

• Be/become familiar with best-practices for office procedures including telephone communications, office systems and electronic record keeping
• Be/become familiar with medical terminology and clinical procedures
• Ability to efficiently and effectively report data to Physician Lead(s) for Quality Improvement purpose and clinic operation planning (ie excel, word, EMR statistics, other)
• Ability to establish priorities, work independently and proceed with objectives without supervision
• Proactively anticipate issues and contributed to finding suitable solutions and alternatives
• Ability to exercise accuracy, confidentiality, tact, and discretion and while maintaining the integrity of all

Credentials and Experience:

• Bachelor's degree or Diploma in Business Administration would be a significant asset
• Minimum two years' managerial experience in a medical office or equivalent combination of management in other fields AND experience in medical field
• Excellent oral and written communication, organizational and interpersonal skills
• Proficiency with EMRs is an asset (ideally MedAccess)

Special Requirements:

• If required, be willing to work paid extra hours
• Occasional weekend or evenings for meetings
• Willing to work in a busy and sometimes stressful environment, while attending to the many competing interests of patients, staff and clinicians
• The location of work is expected to be hybrid, with some days from home and others on site; the specifics would be discussed at regular intervals in discussion with physician leads

Target Start Date: Early-Mid July 2024.

Job Type: Part-time

Pay: From $34.00 per hour

Expected hours: 10 per week

Benefits:

• Flexible schedule

Education:

• Bachelor's Degree (preferred)

Experience:

• Medical office: 1 year (required)
• Administrative: 1 year (preferred)

Language:

• English (required)

Work Location: Hybrid remote in Duncan, BC V9L 1E5

Application deadline: 2024-06-24