Operations Manager, Provincial Specialized Programs

Job Summary :

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Service Authority, patient safety is a priority and a responsibility shared by everyone at PHSA and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Director, Provincial Specialized Programs, the Operations Manager leads all operational components of the Provincial Specialized Programs portfolio.

These programs are administered by the PHSA on behalf of the Ministry of Health and include the province-wide Expensive Drugs for Rare Diseases (EDRD) process, and the Provincial Retinal Diseases Treatment Program (PRDTP).

Access to treatment services is time sensitive, significantly high cost relative to most health care services, continuously evolving and expanding in clinical evidence, scope and coverage, coupled with significant day-to-day issue management.

The Manager develops and implements operational plans, processes, and infrastructure to support the day to day administration of two very separate and autonomous programs.

The Manager works closely with the Director to align all operational program components with strategic plans and clinical policy.

• The operational components include but are not limited to : oversees an operations team, operational policies and procedures;
• establishes, monitors, and manages the program budgets; establishes and maintains service agreements with service providers, experts and health partners;
• initiates and operates advisory committees and working groups tasked with reviewing and recommending new drug treatments, guidelines, and patient specific treatment plans;

maintains program applications; conducts program analysis, evaluations and reporting; supports program projects, and oversees invoicing and bi-weekly program payments to physician specialists, pharmacies and pharmaceutical companies.

The Manager supports program development, quality improvement, analytics and evaluation, planning and execution of policies and processes to ensure that the Provincial Specialized Program areas are clinical and cost efficient and effective.

The Manager collaborates with the PHSA Executive Director, Ministry of Health leads, Physician leads, and other PHSA and regional Health Authority leaders as needed.

Also consults and works with external stakeholders including third party providers including hospital and community pharmacies and program specialists.

Duties / Accountabilities :

• Maintains, monitors, refines and is accountable for existing operating processes, systems and committees / working group structures to ensure timeliness of data entry, reporting, service utilization and provider payment.
• Manages day to day operations of the program by establishing priorities, and assessing and monitoring staffing requirements and supplies.

Develops and implements operational improvement recommendations on service delivery, staffing levels, and processes.

• Takes immediate action on all specific patient access to care, adverse outcome events, and quality of care issues in collaboration with team members, service providers and / or medical staff.
• Monitors and analyzes access to care requirements and collaborates with physician providers and regional Health Authority leaders to facilitate reasonable access to services.
• Provides management oversight, interpretation and control of external service provider agreements and contracts with all third party providers including physician specialists, hospital and community pharmacies and, pharmaceutical companies.
• Oversees the designated finance and operations functions including developing the annual budget, monitoring fiscal performance, planning and adjusting operations and / or staffing to meet performance targets, approving expenditures, and ensuring preparation of summaries for fiscal reporting;
• continuously explores and reviews opportunities to reduce costs and improve access;
• Oversees bi-weekly Cycle Run Invoice Payments for timeliness and completeness; monitors audit and management reports; resolves issues related to invoicing with physician office, pharmacy or drug manufacturers.
• Coordinates and facilitates Clinical Subcommittees, Advisory Committees, and all working group meetings by ensuring documents for meetings are complete with sufficient detail to generate clear recommendations;

recommendations are submitted for decision; decisions are implemented and regularly monitored.

Establishes, develops and maintains strategically important external relationships with regional Health Authorities, Ministry of Health, pharmacies and physician’s offices, vendors, and interprovincial provincial programs;

acts as a liaison with MoH designated program resources to resolve issues.

Leads direct reports using effective management techniques coaching, mentoring, skill and leadership development, performance management) to support the achievement of required outcomes and ensure adherence to accreditation, regulatory, and safety standards.

Investigates work and staff issues and initiates disciplinary action up to and including termination according to established HR practices in PHSA.

• Manages and monitors the progress of external consultants and ensures achievement of the agreed upon objectives / deliverables within approved financial parameters.
• Develops and distributes program communications.

Qualifications :

A level of education, training, and experience equivalent to a Master’s degree in Health or Business Administration, Leadership Management, and / or Systems.

Minimum (5) years’ experience in progressive management role in Health Care and / or Business.

Demonstrated successful management of projects, change management, and utilization of key performance indicators. Demonstrated results-orientated skills related to relationships, influence management, and the ability to have working teams arrive at consensus.

Demonstrated ability to work independently. Extensive experience necessary to problem-solve and develop viable solutions to systems and clinical software applications.

Superior data management, analytical, problem-solving and systems analysis skills including the ability to resolve complex issues and synthesize related data / information and present information in concise meaningful ways.

Demonstrated success in the implementation of a project that required work with interdisciplinary groups and physicians is an asset for this position.