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Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world’s most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.
By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day
The Unit In-charge is fully responsible for the overall operations of the allotted medical clinic by being Instrumental in defining the mission, goals, budget and performance standards in line with the quality standards of the Al Futtaim Healthcare. Communicating it to staff using skills in planning, organizing, delegating, and supervising.
JOB DESCRIPTION:
Budget and Supplies:
- Develops, monitors and analyzes budget and financial information and utilizes all resources in an effective and economical manner.
- Develops the clinic administrative guidelines, benchmarks, and anticipated scope of services.
- Monitors the purchasing system appropriately to keep track of vendors and stock levels.
- Monitors the clinic activities through the use of the Healthcare Management System.
- Manages the implementation and practice of third party payer’s guidelines; adjusts, in coordination with Physician Group administration, clinic billing procedures accordingly.
- Responsible for being up-to-date and knowledgeable with regard to diagnostic and procedure coding, and how it affects reimbursement.
- Reviews and updates forms used within the practice. Standardizes when possible.
- Reconciles petty cash with cash paid receipts, follows policy with respect to petty cash.
- Determines best approach to dealing with managed care plans and over the counter collections for those plans as well as self-pay patients. Complies with contractual terms agreed to by contract.
Staffing:
- Develops and implements staffing standards for clinic programs with effective, economical use of resources. Monitors staffing and attendance in compliance with standards.
- Supervises, hires, transfers, promotes, assigns, rewards, counsels, disciplines and discharges appropriate employees of the clinic according to the policies and procedures.
- Develops and monitors clinic standards. a. Proposes options for solving staffing problems that are within acceptable parameters and utilizes appropriate resources. b. Determines priorities of clinic activities based on available resources and commonly accepted standards.
- Monitors attendance of clinic staff.
Legal Issues:
- Monitors all legal aspects of clinic operations to ensure compliance with local & federal regulations.
- Maintains a system of confidentiality according to Health System’s policies and procedures.
- Develops and implements policies and procedures to meet state and federal regulations.
- Assures compliance with corporate compliance policies.
Standards & Reporting:
- Develops & Monitors standards and provides systems to monitor and evaluate physician functions and assumes responsibility for designing methods to improve functions.
- Implements system to document and communicate standards which includes policies, procedures and protocol.
- Oversee the documentations and reporting to, Operations director, Medical director, Revenue Cycle manager etc. on clinic data like
- Incident (patient, employee, guests, physician) within 24 hours.
- Quality Assessment and Improvement Activities. (As required by Health System)
- Employee competence through performance evaluation (maintains notes regarding performance quarterly to assist with annual evaluation).
- Project Activity as per project plans
- Reviews budget variances. (Daily and monthly reviews revenue and expense budget variances and develops an action plan.)
- Issues affecting clinic productivity and effectiveness. (Monitor daily and report if appropriate.)
Patient Relations:
- Identifies and understands customers of the clinic & formulates and monitors working relationships which adhere to the customer standards.
- Advises the physicians with the development activities associated with building a successful physician-patient practice.
- Works with the Medical Director with the implementation of Healthcare System policies and procedures.
- Identifies and maintains a professional working relationship with all internal and external customers.
- Routinely interacts with customers to maintain awareness of needs and satisfaction of service provided.
- Fosters teamwork within clinic, as well as system wide.
- Oversee the clinic’s patient complaint policy and takes appropriate action where required.
Projects: Identifies and participates in special projects and develops standards and competencies related to implementation.
- Feasibility study and report submission of the proposed location for starting a medical centre.
- Integral role from planning till commissioning of the centre
- Supervising all the initial project works by contract builders
- Playing an active role in the HR requirements and placement
- Assisting the PR department for the initial approvals from regulators.
- Arrangement of all the internal and external requirements for the functioning of the clinic.
- Pre-launch marketing activities for the clinic
- Fully responsible for the overall operations of the centre.
- Handing over the clinic to the branch manager after clinic reaches the breakeven and taking care of the new project.
- Develops and maintains systems to remind, notify staff of managed care requirements.
- Work with Healthcare management team with marketing the practices.
- Performs patient satisfaction surveys.
- Assists in recruiting physicians or other providers for the clinic.
- Prepares and monitors clinic payroll per policy.
- Prepares financial, statistical and analytical reports for review of the physician and/or Director of Specialty/Surgical Care as assigned.
- Determines level of knowledge and evaluates performance of personnel in department, demonstrates leadership, budget, policy, procedure and organizational structure knowledge. Determines knowledge base requirements of clinic staff.
- Maintains clinical/service knowledge according to Physician Group policy.
- Sets goals with staff for maintaining and improving performance which includes an action plan, time frame and follow-up action.
Policy & Reconciliation: Practices effective problem identification and resolution skills as a method of sound decision making.
- Submits budget analysis quarterly reflecting reasons for variances of which adversely affect the revenues over expenses.
- Tracks lost or delayed orders for supplies and materials.
- Accesses data to effectively manage clinic operations by utilizing quality improvement tools.
- Utilizes policies and good judgment to establish limits in autonomous decision making.
- Identifies problems which interfere with practice and develops an action plan for resolution. Consults with/reports to physicians and/or Director of Specialty/Surgical Care when appropriate.
Quality: Understands and participates in the Health System’s quality process and develops a physician office monitoring system to assure quality.
- Develops and monitors important aspects of care for service according to the Health System’s quality plan. Assures that minutes of staff meetings which document agenda items and discussion of staff concerns with identified action plans and outcomes are kept.
- Fosters the values and mission of the Health System to clinic staff.
- Accountable to ensure the quality standards are met as per regulations and corporate.
- Implement & Monitor the Performance Improvement plan for all clinic staff to ensure compliance with quality standards.
- Environment & Safety:
- Sets and communicates clinic standards in keeping with regulatory agencies and Health System policies.
- Develops and monitors standards to comply with safety, infection control and customer relations standards.
- Maintains an aesthetic environment for clinic and Health System.
- Write, communicate, and enforce the Health System’s safety process, which includes department specific plan, emergency preparedness, hazardous materials/waste programs, security management plan, life safety/management (fire plan), equipment management, and utilities management.
- Enforces clinic responses to emergencies.
- Enforces OSHA standards for clinic.
- Enforces Infection Control Standards for clinic.
- Maintains a safe, clean, orderly, pleasing environment.
- Oversees utilities management.
QUALIFICATIONS, EXPERIENCE, & SKILLS:
Minimum Qualifications and Knowledge:
- Bachelor’s degree preferably in Healthcare Management
- Fluency in English (speak, read and write).
- Arabic speaking skills will be an added advantage.
- Excellent Computer Literacy skills is required.
Minimum Experience:
- Minimum 5 years experience in a similar role.
- UAE Experience preferred.
JOB SPECFIC SKILLS:
Leadership: Leads employees to accomplish all job objectives; inspires confidence and motivation; clearly defines expectations, and maintains personal effectiveness under pressure.
- Demonstrates leadership skills of: a. Critical Thinking b. Conflict Management c. Negotiation and Motivation d. Personnel Development
- Helps establish/implement goals, objectives, policies, procedures, and systems for the clinic.
- Monitors and controls clinic expenditures within approved budget.
- Determines system for intradepartmental functions in keeping with clinic systems and communicates it to staff.
- Monitors effectiveness.
- Provides physician reports and provides consultation as needed.
- Fosters the goals of teambuilding with clinic staff.
- Demonstrates appropriate delegation and coordination of tasks and duties in the operations of physician clinic, using appropriate organizational/priority setting skills. a. Establishes a system of communication to coordinate activities/functions. b. Assigns responsibility for intradepartmental function. c. Develops the leadership skills of staff through delegation of responsibility. d. Empowers staff to achieve their best professionally and guides them through creative problem solving.
Communication: Determines and demonstrates effective communication methods and defines appropriate lines of authority for the clinic in keeping with administrative structure.
- Uses all methods of communication to disseminate information to staff in a timely manner.
- Utilizes healthcare staff formal lines of communication for problem solving and decision making and to communicate results according to Physician Group communications plan.
- Functions as a liaison with departments
- Chairs the conduct of regular staff and physician meetings on an as-needed basis.
- Technical: Demonstrates competency in selected skills which are pertinent to healthcare operations.
- Reports medical as well as clerical equipment problems and/or arranges for service as needed.
- Assures answering machine and/or answering service is activated when appropriate and ensures it is working.
Have knowledge to understand and comment on the below mentioned multidisciplinary tasks;
- Pharmacy procedures and medication
- Medical Insurance
- Medical Invoicing
- Revenue Cycle process
- Customer relations
- Overall pharmacy operations.
- Knowledge of healthcare/pharma regulations.
- Medications brands and generics.
Behavioral Competencies:
- Excellent presentation and analytical skills
- Strong leadership and supervisory skills
- Exceptional written and oral communication skills
- Good decision making skills
- Strong operational thinking skills
- Critical Thinking
- Conflict Management
- Ability to read fine print at times.
- Multi-Tasking
About Al-Futtaim Healthcare
We Hear Your Ambition.
For over 90 years, the Al-Futtaim Group has been bringing the world’s leading brands of lifestyle watches, cars, home furnishings and fashion to the UAE. The Group has now introduced a whole new way of holistic healthcare through HealthHub Clinics by Al-Futtaim, its multi-speciality chain of more than 20 clinics in Dubai with over 25 specialties offering the right combination of advanced diagnostics, proven medical expertise and specialised services.
What gives our clinics an edge is that as a part of the Al-Futtaim Group, you can expect world-class quality standards, with access to the best medical services and facilities within a healing environment. It’s a new way of healthcare that’s designed to meet a patient’s needs with a complete range of smart healthcare solutions. As testimony to this, only recently, we’ve earned a rare milestone of being the only primary healthcare network in the UAE to receive the Gold Seal by a reputed international body: Accreditation Canada.
As trusted partners to health, we at HealthHub Clinics adopt evidence-based learning that enables us to listen to our patients more carefully. It helps us in treating the cause and not just the symptoms, while applying global best practices to ensure quality of care for every family member. Most of all, we adopt a patient-centric approach to healthcare that is reflected in the promise of our core belief: “We Hear You.”
