Unit Head for Clinical Operations

OVERALL PURPOSE OF JOB:

The Unit Head is responsible for the day-to-day operations of the clinic in the areas of patient management, inventory monitoring, cash and billing review/monitoring, clinic fixed assets custodianship, records management, facility management, clinic cost center profitability, and compliance with regulatory agencies (e.g. Department of Health, Philhealth, EMB), FME compliance and internal control policies, Clinical Work Flow Processes and Clinical Quality Standard doing so is anchored on the goal of delivering the clinic’s revenue and treatment budgets, while always ensuring customer satisfaction through the delivery of excellent customer service, all within the bounds of Company policies, rules, regulations and ethical standards

Supports the Operations Manager to ensure achieving the clinic’s goals and objectives (e.g. Budget/ Targets/ KPIs)

• Revenue/ Treatment numbers/ Patient count
• Cost management
• Maximizing clinic capacity (utilization rate)
• Optimize Personnel scheduling

Inventory management

• Ensures that the Clinic has adequate supplies (treatment-related and admin supplies), at all times, to ensure continuity of business or no disruption of operations.
• Oversees the periodic inventory count and ensure resolution of variances
• Ensures consumption is aligned to the treatment protocol and bill of materials

Accountable to the management on the clinic business performance.  Understands profit or loss and develops strategies to ensure achieving objectives and targets.

Cash Management - ensures availability of funds (PCF), at all times, to cover for clinic expenses; cash collections are promptly deposited; cash advances are timely liquidated.

Fixed Assets Management

• Ensures that all Fixed assets in the clinic are accounted and included in the asset listing
• Conducts regular fixed asset count and resolve any noted discrepancies
• Ensures that all fixed assets of the clinic are working as they are intended (e.g. repairs and maintenance)
• Request for replacements or additional assets, as needed
• Process asset disposal

Claims Management

• Ensures timely and accurate submission/ transmittal of claims
• Ensures that the clinic timely addresses the deficiencies of the RTH and Denied Claims
• Ensures updates are regularly received on the status of the claims submitted

Patients

• Attending to patient inquiry
• New patient orientation (e.g. on the processes, facility. Funding bodies, etc)
• Ensures Optimal patient experience within the facility
• Addresses patient complaints related to billing, payment, treatment concerns and ensures immediate remedy
• Support marketing programs for patient attraction and retention

Processes

• Ensures proper implementation and strong adherence to policies and procedures
• Ensures that the clinic personnel are updated with the appropriate tools and technologies adapted by the company (e.g. MS Office, SAP, Beacon, SharePoint, PowerBI, etc.); and maximize these available tools
• Identify areas for improvement (process streamlining and efficiencies).
• Document work standards and processes related to clinical operations, and implements policies intended to optimize clinic resources without compromising patient care and expectations. Ensures completion of internal Renal IT Tools (e.g., NephroWeb, EuCliD, TMon etc.,) in order that all pertinent clinical and patient information is kept updated

Physicians

• Maintains external linkages with organizations (PSN, PhilHealth), as well as with special interest groups, in support of the Company’s industry-benchmarking efforts
• Regular engagement with the Doctors
• Ensures timely release and payment of professional fees
• Ensures that the Doctors are aligned with the internal protocols and processes
• Ensures that marketing programs are implemented
• Works closely with Physicians, Dietician, and other members of the multidisciplinary team to collaborate to patient care plans.

People

• Coaching and mentoring of Business Admin personnel; ensures career progression and continuous growth
• Conflicts and issue resolution ensuring harmonious working relationship
• Skills assessment and ensuring people receive the required and appropriate trainings and support to perform assigned tasks and functions.
• Ensures that the personnel are equipped with the appropriate tools of trade (e.g. computers, printers, internet, accesses, etc.) and empowers in making decisions affecting their patient’s treatment, continually builds and sustains patients’s confidence in the knowledge and skill set of the assigned nurse/s, and other clinic staff and ensures patients privacy and safety at all times
• Participates in the recruitment (interviewing of applicants) and provide orientation for new hires and promotes long term retention of staff within the unit.
• Conducts regular performance evaluation for both probationary and regular employees and promote continuous professional development
• Ensures that people concerns are escalated to proper management (e.g. HR, OM, etc.) for resolution
• Ensures conducive working environment for admin and technician personnel

Payors/ Funding Bodies

• Maintains good relationship with the funding bodies
• Ensures that the Clinic Admin personnel are abreast with the latest circulars and implementation provision of the various payors
• Coordinates with the Collection Team on issues related to billings and claims processing

Regulatory

• Prepares and ensures that the clinic complies with all existing regulatory controls and proper monitoring of validity of government permits (e.g., Fire Safety Inspection Certificate, BIR 0605, Community Tax Certificate, DENR (Self-Monitoring Report, Certificate of Non- Coverage, Permit to Transport, Pollution Control Officer Certificate, Permit to Operate (GENSET), Interconnection Certificate, Waste Water Discharge Permit, Hazardous Waste Generator) Barangay Clearance Certificate, Business Registration Certificate, Mayor’s Permit, Sanitary Permit to Operate, PHIC Accreditation, Department of Health License to Operate, DOH Certificate of Compliance (REDCOP), BLS and ACLS of Nurses, Sanitary Health permit (per employee and DOLE related requirements etc.,  to ensure that renewal applications are filed in a timely manner.
• Ensures Physician on Duty is present during HD Treatments to maintain the highest standard of patient care and safety.
• Ensures the timely completion of all clinical related reports (e.g., CQI, Clinical KPI reports, Clinical Audit etc.,)
• Collaborates with stakeholders, Medical Directors and attending Physicians to prepare the facilities for statutory local reviews.

Risk Management

• Reviews clinical related (patients and staff) events and provide corrective actions as recommended
• Implements and reinforces compliance with all internal and local regulations.
• Ensures compliance of all personnel to the Company issued business and clinical protocols/ processes, regulatory requirements, internal and external policies (including IPACE), laws and regulations

Facility Management

• Ensure the dialysis clinic’s facilities and equipment are well-maintained and meet safety and regulatory standards.
• Liaise with Facility Management Team and service providers for facility repairs, equipment servicing, and supply replenishment.
• Conduct routine inspections of the clinic to identify and address safety, cleanliness, or maintenance issues.

QUALIFICATIONS:

• Preferably a graduate of Nursing or a related healthcare field, or an equivalent qualification.
• Must be a Registered Nurse with valid PRC License
• Candidate must have Hemodialysis Clinic Management Experience
• With substantial hands-on experience in Regulatory, Risk Management, People Management Process (hiring, performance management etc.)
• Aligned with FMC’s global values: collaborative, proactive, reliable and excellent