APPROVAL: Director KR Manager JS Human Resources JJ Title: Clinic Facilities Supervisor Date of Issue: February 2010 Position Summary: The Clinic Facilities Supervisor is responsible for coordinating the operation and maintenance of the GHC-SCW administrative and clinic facilities; assisting with facility construction and renovation; implementing health & safety policies involving clinic operations; and purchasing and distributing some supplies and capital equipment. The Clinic Facilities Supervisor supervises the central services, maintenance, and courier functions. The position works under the direction of the Clinic Operations Director. The incumbent knows and abides by all Group Health Cooperative of South Central Wisconsin (GHC- SCW) organizational and departmental policies, sets personal standards and strives for high quality work in completing assignments, performs job duties in a timely manner, and represents the organization in a positive manner. The incumbent understands our Mission, Vision and Common Values (stated below) and is committed to promote these values in behavior and attitude. Our Mission Statement: To provide accessible, comprehensive, high quality healthcare and outstanding service in an efficient and personalized manner on a prepaid basis to persons in the GHC-SCW service area. Our Vision: To be a leader among HMO s in providing high-quality medical care, impeccable service and competitive benefit levels and premium rates. Our Common Values: Patient Centered: When health insurers and health care providers are brought together under one roof, we are better together. Our care team model focuses on supporting the needs of our patients/members and providing the best in safe, high quality coordinated health care. Members and their providers participate in making meaningful decisions that lead to better outcomes. Quality Driven: When members and their providers each participate meaningfully in the decisions that lead to better health care, we are better together. GHC-SCW continues its tradition of providing proactive health promotion and disease management outreach to our members to consistently achieve high quality health care accreditation. Innovation: When we work to lift each other up, show appreciation and collaborate in the best interests of the member, we are better together. GHC-SCW has made innovative advancements which include the implementation of an electronic medical records system (EMR) and GHC-SCW MyChart SM, access to innovative Complementary Medicine benefits and Wellness reimbursement services. Community Involved: When we join with our community to further the causes for which we share a common concern, we are better together. We are proud to promote programs that strengthen lives, and make our community a safer, stronger and healthier place to live and grow. GHC-SCW employees share their time and talent; and we recognize that the value of what we give is also what we gain for our employees, our members and our community. Not for Profit Cooperative: When we share a common purpose, a common voice and a common vision, we are better together. We use our surpluses to improve clinics, enhance health care benefits and give back to the community. Our members, not our profits, are our priority. We have a unique cooperative governance structure which works directly for our members. Review Date 2/1/93 6/96 2/97 3/97 3/02 3/2004 10/08 2/10 Revision Date 7/95 6/96 3/02 3/2004 3/10 SFR Clinic Facilities Supervisor JD 2-10 1
JOB SPECIFIC QUALIFICATIONS 1. Associate or Baccalaureate degree from an accredited college or university in facilities management or related field required. 2. Minimum of three (3) years work experience in a health care setting preferred, including familiarity with clinic workflow and the required care and operation of medical equipment. 3. Prior supervisory or leadership experience preferred. 4. Professional certification in facilities management or technical trade preferred. 5. Possession of a valid Wisconsin driver s license with good driving record. Must meet and maintain insurability standards to operate GHC-SCW owned vehicles. 6. Ability to make trips in company owned vehicles on a regular basis to various work locations for work related duties. May occasionally be required to make trips driving in own vehicle. 7. Excellent customer service skills are required. Ability to be culturally sensitive and work with a diverse population. 8. Ability to interpret, explain and effectively handle employee concerns and problems required. 9. Ability to provide direction, guidance, and supervision to subordinate staff. 10. Good written and verbal communication skills required. 11. Ability to work independently and prioritize work required. 12. Ability to maintain patient confidentiality required. Knowledge of HIPAA requirements. 13. Ability to use computer software including word processing and spreadsheets preferred. 14. Ability to read, write, measure, calculate, plan, explain and investigate required. 15. Ability to control left or right hand, foot/pedal coordination and fingering control required. 16. Ability to carry, push and pull loads ranging from 20-120 pounds on a frequent basis. 17. Full vision, including near and far vision and color vision required. SERVICE QUALIFICATIONS Ability to treat others with dignity, respect, and courtesy required. Ability to follow operating procedures and practices to ensure the highest level of patient/ member safety and care. Ability to maintain patient, employee, and proprietary confidentiality required. Ability to consistently meet or exceed customer expectations in performing own work required. Ability to use effective customer service techniques and effective interpersonal skills required. Ability to act professionally and remain calm in stressful situations required. Ability to communicate effectively in-person and in all forms of communication required. Ability to work and problem solve independently as well as an integral part of a team required. Ability to pay attention to detail required Ability to be flexible and adapt to changing situations required. Ability to adhere to punctuality/attendance standards required. Ability to provide professional image as outlined in the professional casual dress policy required. SUPERVISED BY: Clinic Operations Director. SUPERVISES: Clinic Facilities Technicians, Clinic Facilities Technical Assistants, Clinic Facilities Assistants, Clinic Facilities Courier Team Leader and Clinic Facilities Couriers. FLSA STATUS: Non-Exempt SFR Clinic Facilities Supervisor JD 2-10 2
Title: Clinic Facilities Supervisor ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Coordination of the operation and maintenance of the GHC-SCW clinic facilities. (40%) a. Supervise the Clinic Facilities Technicians, Clinic Facilities Assistant, and Couriers. Monitor the division of responsibilities among staff and make staffing recommendations to the Clinic Operations Director. b. Manage and participate in the interview and hiring process for qualified clinical facilities staff. c. Provide department orientation and training to new and current staff. d. Provide daily leadership including review and feedback on staff performance. e. Provide daily problem solving support on routine and complex issues that arise in areas of responsibility. f. Prepare and conduct six month and annual performance evaluations with staff. g. Serve as liaison for GHC-SCW in the monitoring and coordination of maintenance, janitorial, lawn & snow care, security, laundry, recycling waste, medical waste removal, off-site storage, and copier and fax contracts. Monitor progress on ongoing assignment and projects. h. Perform site reviews of GHC-SCW staff model clinic facilities and of other GHC-SCW contracted clinics (Department of Family Medicine and University Community Clinics) as requested in accordance with NCQA criteria. Report findings to the Clinic Operations Director and Medical Director. i. Develop the General Medical and Maintenance Department budgets and monitor the variance reports on a monthly basis. j. Coordinate an on-call schedule for department staff to respond to security/emergency situations at any GHC- SCW site. k. Be an active member of the International Facilities Managers Association (IFMA). 2. Assist with facility design and renovation. (25%) a. Assist the Clinic Operations Director with facility design and layout. b. Identify needed facility improvements or repairs and monitor interventions. c. Coordinate facility moves and the relocation of GHC-SCW staff. 3. Participate in the GHC-SCW Health & Safety Activities. (10%) a. Be familiar with current OSHA and ADA standards and other regulatory measures as they apply to the operation of the clinics. Identify and address compliance concerns. b. Be an active member and representative of GHC-SCW in the Madison Area Safety Council. c. Investigate occurrence reports relating to the operation of the facilities. d. Establish security and emergency planning for all clinic sites and carry out corresponding activities, such as coordination of periodic fire drills and tornado drills. e. Coordinate the disposal of facility waste, including bio-hazardous medical waste, and address any issues with its removal. f. Identify and address needed security improvements and monitor the facility security alarm systems. g. Actively participate on the GHC-SCW Health & Safety Committee. 4. Responsible for purchasing, storage and distribution of select supplies and capital equipment. (10%) a. Assist the Purchasing Agent and Nursing Purchasing Coordinators in keeping maintenance and service records of medical equipment. b. Coordinate the ordering and distribution of newspapers, magazines and other publications (e.g. Physician Drug Reference (PDR)) for the clinics. c. Assist the Nursing Purchasing Coordinators with new product trials and follow-up with recommendations concerning suitability and application within the clinics. 5. Performance of other duties as assigned. (15%) SFR Clinic Facilities Supervisor JD 2-10 3
OTHER FUNCTIONS AND RESPONSIBILITIES Provision of department/team support to maintain a pleasant work environment. Look for ways to support others in their work. Develop and maintain cooperative work relationships. Approach individuals directly regarding suggestions and concerns and provide constructive feedback. Attend and participate in department/team meetings. Performance of other duties as assigned. Stay current with company, department and job-specific information necessary to perform job. Keep GHC-SCW s work environment clean and organized. Report suspicious, unethical or illegal conduct and cooperate with approved investigations and inspections. SFR Clinic Facilities Supervisor JD 2-10 4
To comply with the Americans with Disabilities Act (ADA), which prohibits discrimination against qualified individuals on the basis of disability, it is necessary to specify the physical and environmental conditions of the essential duties of the job. The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PHYSICAL DEMANDS: 1. Check the frequency and number of hours a day the worker is required to do the following specific types of activities: ACTIVITY FREQUENCY APPROX # OF HOURS A DAY CONTINUOUS INTERMITTENT 1 2 3 4 5 6 7 8 8+ a. Sitting x x b. Walking x x c. Standing x x d. Bending x x e. Squatting x x f. Climbing x x g. Kneeling x x h. Twisting x x i. Lifting x x LIFTING 0-20 lbs. 20-30 lbs. 40-60 lbs. Over 60 lbs. x 2a. HAND MANIPULATION REQUIRED? Yes (If yes, complete a,b,c,d,e) No 2b. Repetitive hand movements? Yes No 2c. Simple Grasping? Right Hand x Left Hand x_ 2d. Power Grasping? Right Hand x 2e. Pushing Pulling? Right Hand x 2f. Fine manipulation: Right Hand_x Left Hand x Yes x No Left Hand_x Yes x No Left Hand x Yes_x No SFR Clinic Facilities Supervisor JD 2-10 5
3. (a) Does the job require worker to reach or work above the shoulder? x_yes No (b) Reaching at or below shoulder level? x Yes No Frequency: Occasional x_ Frequent Constant. 4. Does the job require use of his/her feet to operate foot controls or x Yes No for repetitive movement? 5. Are there special visual or auditory requirements? x Yes No Describe: Works with computer monitor Ability to see near, mid and far range required. Ability to hear and communicate via telephone and in person. WORK ENVIRONMENT: a. Does the employee work near moving mechanical parts; in high, precarious places; and in outside weather conditions? x Yes No b. Is the employee exposed to fumes or airborne particles? x Yes No BIO-HAZARD EXPOSURE RISK: This position requires job related duties that may include exposure to biohazards such as blood, bodily fluids and tissues. x Yes No Job descriptions represent a general outline of job duties, functions, and qualifications. They are not intended to be comprehensive in nature. In addition, jobs evolve over time and therefore their description may not reflect the precise nature of the position at a given point in time. To perform this job successfully, and incumbent must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Incumbent Name: Effective Date: SFR Clinic Facilities Supervisor JD 2-10 6