ROLE: CLINICAL OPERATIONS OFFICER (PORT HARCOURT)
Our client, a reputable Occupational Health Clinic & Diagnostic Centre has given us the task to source a Clinical Operations Officer with quality hands-on work experience in Clinical and Operations Management of a Diagnostic Centre.
The client's clinic and diagnostic center’s branch office is located in Port harcourt, Rivers State.
The Clinical Operations Officer manages the operational daily affairs of the clinic and diagnostic center. She/he oversees the execution of operational activities with an eye for quality assurance/quality control. She/he will inculcate a reasonable blend of medical equipment knowledge, basic accounting, inventory, project management, facilities management, vendor’s management and people management holistically.
He/she will be expected to perform the following duties:
To manage all regulatory requirements ensuring strict compliance and up to date documentation.
Represent the organization when dealing with regulatory authorities
Assist the Operations Manager in supervising both Lagos and Port Harcourt Lifeheck branches in operational activities.
Ensure smooth operational running of our busy clinic and diagnostic center.
To develop and implement holistic tools and supervisory documents to ensure compliance to operational processes and policies.
To take responsibility for maintaining operational set quality standards.
To ensure that activities requiring smooth running of clinic and diagnostic center are implemented.
To prepare and ensure submission of weekly and monthly reports on strategic operational activities.
PROCUREMENT AND INVENTORY MANAGEMENT:
Manages and monitors all inventory and stock across all clinical and non-clinical units to ensure utmost efficiency.
Managing the store, laboratory, supplies etc.
Prevention of stock outs by ensuring stock levels are within acceptable set limits
Manages all documentation pertaining to inventory management across the Lifeheck Clinics
Prevention of wastage and pilferage
Ensure proper periodic reporting of departmental utilization
As much as possible, ensuring that all units adhere to the approved inventory lists
Liaising with all clinical and non-clinical teams to determine efficiency of approved inventory lists; making recommendations for removal and inclusion of inventory items
Prompt submission of Request for Supply for Procurement
Responsible for dealing with all registered suppliers
Negotiating and liaising with suppliers to ensure prompt and efficient Supply of ordered goods to clinics
Ensure proper validation of Supplier deliveries including proper documentation required for validation
Ensure proper accounting/administration of Supplier invoices and prompt submission to Accounts/Finance
Proper record keeping of all Requested stock Items to ensure prompt and efficient periodic review of historical records of item utilization
Sourcing and auditing suppliers; making recommendations for Supplier registrations
Assists with periodic/quarterly market price review of all registered inventory items
Manages equipment maintenance calendars to ensure efficient preventive maintenance of all medical and non-medical equipment and appliances
Keeps a log and maintains good relationships with registered equipment engineers/technicians to ensure service continuity
Takes responsibility for the status of all equipment and ensures they are up and running at all times
Supervises to ensure the proper use of all equipment to ensure that users adhere to quality and safety protocol to prevent accidental and negligent damage
Keeps a record of all equipment maintenance and repairs
Opens and maintains damages log to track all damages across the facility
Checks the log book daily to ensure all damaged appliances are fixed with a lead time of 48hrs for repairs
Keeps a log of maintenance artisans, engineers and efficiently manages these
Negotiates with artisans and maintenance personnel to ensure quality and cost control
Inspects all building appliances such as sockets, electrical points, plumbing etc. weekly to ensure they are in good working condition. Ensures an up-to-date weekly log book is filled for this task.
Ensures the generator is in good working condition at all times
Manages Diesel and Petrol Supply to ensure utmost efficiency and prevent pilferage
Manages and Monitors Diesel log and usage
Ensures the generator is properly managed by users and all Quality and safety guidelines are adhered to ;also ensures all relevant maintenance logs are filled and up to date
Ensures proper preventive maintenance of all generators
Ensures that tap water is clean at all times
Ensures adequate water purification
Ensures that water is available at all times within the facility
Ensures that the facility is devoid of pests at all times
Recommends and supervises quarterly fumigation of the entire premises
Monitors the premises for pest infestation
Manages refuse disposal company
Ensures that refuse area is extremely clean and refuse well covered at all times
Ensures proper segregation and management of waste
Ensure the premises is extremely clean at all times of the day
Supervises the cleaning log book and directs the cleaning department
Conducts random checks on the cleaning department
Carries out a spot check of the external environment weekly
Ensures all cleaning materials are available at all times and manages housekeeping imprest
CLINICAL SUPPORT DUTIES
Provides support to the clinical team as required.
HUMAN RESOURCES SUPPORT
General staff supervision to ensure proper conduct in line with organization standards e.g. staff punctuality, conduct, dressing etc.
Training and on-boarding of new staff on Standard Operating Procedures (SOP'S) and other relevant areas
Ensure and supervise periodic training of staff in Clinical and non-clinical aspects.
To ensure the delivery of BLS and ACLS Training to our new staff or clients as the need arises
To Support the Human Resources team in identifying staffing requirements and Staff recruitment
To work with HR to develop policies and process documents necessary for startup and successful running of Operational units
Manage staff roaster and overtime log to ensure that all roles are adequately manned at all times
Manages the engagement of locum staff
Supervise and conduct performance assessments for Administration and Operational team members as assigned.
CUSTOMER SERVICE MANAGEMENT
Manages the front desk officers and all staff to ensure utmost customer service
Manages all client complaints and dissatisfaction at the point of service
Manages any crisis issue that may arise in the cause of providing service
REPORT/RESULT EFFECIENCY MANAGEMENT
Ensures that all client results and reports are submitted on time
Manages the report tracking system
Flags late reports and ensures urgent resolution of bottlenecks
Periodically prepares and submits basic facility operational budgets
Works with Accounts to monitor set budgets and keep in line with this
Supervises and validates daily register with the Internal and External Authorization forms as a means of revenue assurance
Maintains a record of all supplier invoices and expense documents
Ensures that all cash received is appropriately banked and accounted for
Ensures that Accounts/Finance have access to daily client reports and works with them to ensure the efficient billing of clients
Follows up with Accounts receivables
Min Required Experience: 4 year(s)
Min Qualification: Bachelor's Degree/HND
JOB REQUIREMENTS AND QUALIFICATIONS
- Practice Management, General Business or any related field.
- B.Sc./HND in Nursing or medical field is a strong advantage.
- Project management and Quality Assurance/Quality Control (QA/QC) certifications will be given strong consideration.
- A minimum of four (4) years working in an operations or administrative role in a reputable and busy Diagnostics center or clinic.
Experience working in a primary care practice or integrated care delivery system preferred.
Demonstrated experience and proficiency with tools, technology and systems typically found in a healthcare environment (I.e. Microsoft Office Suite, patient records systems, EMR systems etc.).
DESIRABLE KNOWLEDGE, SKILLS & ABILITIES:
Analytical and problem-solving skills.
Excellent personal organization and business administration skills.
Proficiency in Microsoft Office Packages.
Excellent oral and written communication skills.
Must be able to respond flexibly to changing circumstances
Must be accountable and be a person of integrity
Must be proactive and result orientated
Must be able to use initiative and work with minimal supervision
Excellent time management skills
Demonstrated experience leading and managing complex projects through completion.
Maintain current knowledge of federal, state and local regulations and policies regarding Medicare and Medicaid in Nigeria.
Ensure all business processes are within regulatory standards.
Communicate with others in a clear, understandable and professional manner on the phone and in person; and the demonstrated use of good written and verbal communication skills.
Effective project management skills, including the ability to plan, organize and schedule work in an efficient and productive manner, focusing on key priorities and meeting deadlines.
Exhibit sound judgment in decision-making.
WORK ENVIRONMENT/OTHER INFORMATION
Interfacing with: Clients Relations Officer, Sales Manager, Head Life Check, Business Development Manager, Laboratory Scientist, Radiologist, Occupational Health Nurse.