Chief Operations Officer at Jumuia Hospitals Ltd

Job Responsibilities

• Provide technical support and supervision to the new centres – setting up the facilities, coordinating all aspects of implementation from personnel to medical and other non-medical equipment.
• Promote a holistic approach within projects, in line with strategy and business plan to ensure documentation is compiled.
• Make sure that partnerships are developed and strengthened in designing and implementing programs.
• Monitor project indicators and provide timely feedback to the field and partners.
• Organise and facilitate quarterly project reviews and monitor the implementation of action plans and disseminate lessons learned.
• Ensure that revenue and cost strategies are achieved in line with the set down implementation plan and business plan.
• Oversee the medical service provided at the facilities and ensure quality service.
• Support the field teams in the implementations and monitoring of the work plans ensuring that the activities reflect the commitments made to the community.
• Maintain good relationships and communication with local and national level health authorities to: a) ensure that that the projects meet and inform the national health policies and b) be informed and coordinate with the Ministry of health regarding potential partnership opportunities.
• As and when necessary, provide technical representation with relevant stakeholders including MOH, NEMA
• Prepare board reports and ensure board minutes are ready soon after the meeting and matters arising lifted and acted on to report closure where possible at next meeting.
• Need to know board members and accord them highest respect.
• Provide accurate regular reports, document results and maintain detailed records of the overall projects.
• Work with the corporate team to ensure that the project establishment objectives are met during the planning period.
• Advice the corporate team regarding the technical aspects such as registration of the hospitals and other statutory requirements to be fulfilled before the projects are operationalised.
• Participate on meetings called to review the progress made on the project establishment front.
• Responsible for the feasibility studies carried out to gauge the suitability of various towns in the establishment of new centres.
• Assist in the preparation of budget estimates required to complete new projects and renovation.
• Represent in technical meetings regarding the project as requested by management.
• Enhance coordination and a good relationship with the Ministry of Health and other partners involved in the project.
• Keep the corporate team up to date on developments in the projects.
• Perform any other duties as may be assigned by the supervisor from time to time.

Operations Responsibility

• Hold responsibility for service-quality standards and adherence to budgetary restrictions of security, Housekeeping, Food & Beverages, Engineering, Hospital support services, patient care services and ancillary business services.
• Manage and supervise coordination within support services to deliver on required quality standards and as per standard operative procedures.
• Act as custodian of all government and statutory compliances for non-medical services.
• Short list, train, schedule and motivate all manpower (including contracted) for all non-clinical departments (that come under incumbent’s direct purview) and get maximum output with respect to time and service standards.
• Plan and control overall budget compliances.
• Prepare the infrastructure support completely to all the centres.
• Prepare the daily business report of the hospital and communicate it to the management.
• Provide safe and secure environment in the hospital for the patients, visitors and staff, planning all security protocol.
• Responsible for providing strategic inputs for management
• Responsible for quality monitoring and management
• Coordinating effective procurement of medical equipment and supplies
• Coordinating effective procurement of all supplies for the departments
• Coordinating for revenue management and cost control
• Monitoring the effective stock control and pharmacy management
• Monitoring and maintaining the biomedical equipment
• Handling the medico legal issues and solving them
• Managing the transport department effectively
• Monitoring and maintaining the patient satisfaction
• Ensure the statutory regulations of the institution and other units are proper
• Monitoring the security protocols and its management
• Coordinate with project head for all the necessary inputs and support through the proper channel reporting.

Clinic areas

• Analyse performance of each specialty as per the business plan in conjunction with finance and take remedial action
• To review the operations and respond to changes in customer demand, identification of scope for improvement and implementation.
• Coordinating with doctors to ensure clinical protocols at the centres and high standards of patient care
• Manage and ensure coordination within medical and medical services to deliver on service quality standards.
• Ensure implementation an adherence to SOPs in all clinical specialties, monitoring medical audits on an ongoing basis
• Ensuring that proper standards operative procedures are in place for the efficient care
• Monitoring diagnostic facilities (Radiology, pathology and blood bank) to ensure service quality levels.
• Ensure all medical licenses and statutory requirements are there.

Financial Matters

• Presenting monthly, quarterly and annual financial statements to the management
• Reviewing and accurate reporting of profit and loss, expense budget forecasting, capital budgets, and cash flows to the group management
• Ensure proper implementation of management information system
• Ensure setting up of the Hospital information Management System (HIMS) and also ensure the financial aspect of the centre is being integrated smoothly and successfully with other operations of the centres.
• Ensure all legal provisions and statutory compliance is done on time.
• Ensuring the auditing processes of the centres which meets the necessary statutory requirements
• Review and monitor optimal availability of the cash balances and working capital requirements through the Financial Controller.
• Continuous improvements in internal controls and systems enhancements to ensure efficient control and recording of transactions.

Patient care services

• Ensure quick response time to all patients
• Achieve heightened levels of customer service
• Develop and implement regular patient feedback mechanism
• Improve customer quality service by studying, evaluating and redesigning process, establishing and communication service metrics; monitoring and analysing results; implementing changes
• Monitor reports regarding OPD, lab, Radiology and other services.

Human Resource activities

• Review and advise the centres on the relevant contracts from a financial perspective which meets the needs and requirements of the centres
• Monitor manpower cost, numbers and optimal utilization of manpower
• Ensure and keep up motivational level of employees through employee engagement activities.
• Ensure and implement employee grievance and redress system
• Encourage and develop reporting team members’ multi-functionality
• Ensure implementation of performance appraisal talk out action plans for development of growth of staff in tune with strategies and objectives of the organization.

Marketing and business development

• Closely work with sales and marketing team in order to achieve the revenue targets.
• Conceptualize new initiatives for increasing sales and top of mind recall amongst potential patient/customers and to leverage the brans
• Manage the profitability of each unit by ensuring marketing spends all commensurate with the turn over achieved.
• Gather market intelligence with respect to service offered and their pricing by competitors and apprise the management of the same in a timely manner. Propose appropriate corrective action as necessary.
• Periodically analysing MIS report to draw inferences, trends and inputs to be used for marketing. Analyze advertising and marketing spends to ensure marketing budgets are utilized effectively.