vision for restructuring
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7/30/2019 Vision for Restructuring
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Visionfor
Restructuring
Pacific Child and Family Associates
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Vision for Restructuring
Communicate organizational strategy
Initialize re-organization of human and otherresources
Identify needs for creating a more efficientorganization
Create time-line for implementation of re-organization
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General Administrative
Support
Director of
AdministrativeServices
Director of
Clinical Services
Board ofDirectors
Clinical Director- East Bay
Clinical Director- Redwood
Clinical Director- OrangeCounty
Clinical Director- San Mateo
Supervisors SupervisorsSupervisorsSupervisors
Questions and Inquiries
Current Organizational Structure
Organizational Chart
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Current Structure & Environment
Many positions, roles anddepartments undefined
Current structure discouragescommunication
Support services groupedloosely into one department
without attention tospecialization
Policies and procedurescannot develop withoutdefined roles
Clinical services perceivesminimal or inadequatesupport from administrativedepartments
Financial waste as a result ofstructural ambiguity
Management and non-management anxiety
regarding
Significant growth is difficultto sustain
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Philosophy for Reorganization
Typical BusinessModel
Strategy Processes
People
Culture
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Philosophy for Reorganization
Adopted Model
for
Business Success
Culture
People
Process andSystem
Strategy
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Information Gathering
Interviews focusing on culture and people
Identifying strengths and weaknesses of the currentsystem within the culture
Conceptualizing corporate strategy and how it currentlyeffects corporate culture and people
Acquiring human and other resources where necessary
Crafting a structured/efficient corporate environmentthat is more aligned with our corporate culture andpeople
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New
Organizational
Structure
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Core Management Organization
Board of Directors
Director of Operations Clinical Director
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Core Management
Encourage more communication betweendirectors
Better understanding of all facets of
departments for the creation of strongerstandards and policies
Create goals and action-items with concrete
deliverables and deadlines for all departments Responsibility to each other for the further
growth and success of the company
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Operations Organizational Chart
AccountingClinical
Support
GeneralAdministrative
Support
Directorof
Operations
Human
Resources
Billing
Services
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Director of Operations
Responsible for the general operational health of the firmincluding but not limited to financial and operational
Creating, changing or altering policies that further strengthen thehealth of the company and its corporate culture
Foster and establish a strong relationship with the ClinicalDirector to ensure corporate growth within our unique corporateculture
Ensures that communication between all departments flowsfreely
Researches, secures and implements projects that seek toencourage growth
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Accounting
Oversees all corporate accounting
Sources all financial reports as requested
Conducts AP/AR and payroll Maintains excellent communication with Core
Management
Works in conjunction with all facets ofOperations (particularly Billing and HR)
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Billing Services
Performs all billing tasks for company as per mastercontracts received
Department will select a manager who will be the pointperson for all billing protocols and policies
Available to answer questions and work in conjunctionwith Clinical Support Services and therapists whenneeded
Provide necessary reports to Accounting and Core
Management as requested Ensure that Operations is aware of deadlines and
changes that may occur as needed
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Clinical Support
Managed primarily by Clinical Director (Core Management) Scheduling Primary corporate support for Clinical Directors, Managers and entry-level
therapists Maintain status of clinical staff credentials
Track supplemental educational and various resources available to clinicalstaff Perform intake for Clinical Director Plan and organize training of clinical staff as per requirements set by Clinical
Director Work in close conjunction with Human Resources for recruitment of quality
clinical staff as needed Work closely with Operations to ensure policies and procedures are crafted
and effectively communicated
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Clinical Support Organizational
Chart
SchedulingClinical Support
Services
Clinical Support
Director ofOperations
Clinical Director
Human
Resources
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Human Resources
Single contact for all departmental questions issues and policiesrelating to staff
Consolidation of all human resource duties currently dispersedamong current staff (entry of new hires, performs backgroundchecks, maintains and updates employee files)
Works closely with Core Management to ensure development ofpolicies crafted and implemented in alignment with corporate
vision and goals Employee benefit point of contact
Ensures that employee documentation is standardized andeffectively distributed Acts as the EEOC and other various regulatory agent for the
firm
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General Administrative Support
Reception
Light correspondence
Performs some scheduling where required Performs job duties where needed and requested
by other departments
Cross-trains multiple skill providing redundancyfor non-confidential duties
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Operations Policy Goals
and Changes Elimination of punch-clock and
reinstitute time sheet submissions
Annual reviews
Performance-based pay increases;less emphasis on automatic annual
increases Elimination of rubber-stamp
approvals on documents thatrequire management approval
Proper paperwork required for all
staff changes, expenses and salaryincreases
Increase responsibility of all staff;encourage management training
Standardize policies for alloperations and communicatechanges effectively
Increase the frequency ofindividual departmental meetings
(Billing Services, HR, Accounting)with Core Management outlayinggoals with scheduled deliverables
Salary option offered to certainhourly staff (criteria TBD)
Paid training for any job-relatedskill required
Clearly defined working schedules
Space/Office re-assignments
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Cultural and Morale
Friday luncheons
Happy Hour 4th Friday of the Month
Corporate Holiday Parties
Vision and Leadership retreats
Corporate SportsAmusement Park Visits
Pro Sports Events
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Organizational Chart
ClinicalDirector - East
Bay
Clinical Director- San Mateo
AccountingHuman
Resources
Director ofOperations
ClinicalDirector
Board of
Directors
Billing
Services
ClinicalDirector -
Fresno
Clinical Director- Redwood
ClinicalDirector -
Orange County
GeneralAdministrative
Support
Administrative
Assistant
Supervisors Supervisors Supervisors Supervisors Supervisors
SchedulingClinical Support
Services
Clinical
Support
CorporateReception andAdministrative
Support
AdministrativeAssistant
Administrative
Assistant
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Open Items for Discussion
Timesheets, PTO andemployee reporting
Documentation
New accounting policiesand procedures
New Human Resource
policies and procedures
Authorizationprocedures
Technology
Hiring procedures
Notification process
Remote office locationmanagement
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