Clinic Management - Clinic Manager

Job Summary

This position oversees the performance, daily operations, programs, and activities of the clinical practice staff at a single Unicare location. Supervises staff, site, and operational complexities at a level assigned for this position. Under the direction of the Chief Administrative Officer and Executive Vice President, the Clinic Manager will be a key member of the Medical respite team.

Clinic Manager Duties

1. On-site management of all front office, back office and clinical care staff.

2. Supervision of patient scheduling, registration, financial counseling, medical records, billing, collections and data entry.

3. Ordering all supplies needed for the clinic operations in a timely fashion.

4. Ensuring vaccines are kept in stock, in a compliant manner in accordance with VFC guidelines.

5. Ensure front office processes are followed, including but not limited to, insurance verification, data entry, sliding fee scale implementation, co-pay and cash payment processes.

6. Assess employee performance.

7. Delegates responsibilities within the clinic staff.

8. Oversee billing and collections for designated locations.

9. Verify daily cash logs and reconciliations for accounts on a daily basis.

10. Arranges for routine / emergency maintenance of the clinic.

11. Continuous training of both front and back offices on protocols, policies, procedures, systems and all other guidelines as shared by administration.

12. Develops, updates and maintains front desk policies and procedures for eCW.

13. Coordinate and develop inter-office relationships.

14. Maintain the provider schedules as identified by administration in eCW.

15. Ensuring patient encounters are completed within 48 hours of patients being seen for appropriate billing to be completed.

16. Supporting initiatives to increase the quality of care in the clinic as well as patient access to care.

17. Manages productivity within specified department(s); minimum target is 100%; meets targets set in assigned area.Conform with and abide by all regulations, policies, work procedures and instructions.

18. Work closely with other administrative staff on areas of related responsibility.

19. Immediately report any problems or unusual occurrences to supervisor.

20. Attends in-services and departmental meetings as scheduled.

21. Maintaining patient-centered, HIPAA-compliant processes.

22. Manages performance and ensures 100% of all required performance appraisals are completed.

23. Ensuring that patients receive the highest quality care.

24. Maintain the provider schedules as identified by administration. Schedules are kept up to date at all times.

25. Ensuring patient encounters are completed within 48 hours of patients being seen for appropriate billing to be completed.

26. Support quality of care and improvement efforts as directed by the QI committee.

27. Coordinate all facilities issues with COO.

28. Coordinate information technology related issues with the IT team and CAO (if applicable).

29. Collaborate with the EVP for all vaccine and health insurance related matters.

30. Anticipate, identify, and resolve challenges in order to fulfill key corporate objectives and respond to the demand of change management and initiate actions needed to plan, organize and control team activities.

31. Ensure compliance with state and federal requirements for the clinic setting.

32. Vaccines for Children program management, including but not limited to all site audits and program adherence.

33. Liaison with the in reach & outreach services at each location.

34. Manages productivity within specified department(s); minimum target is 100%; meets targets set in assigned area.Conform with and abide by all regulations, policies, work procedures and instructions.

35. Ensure all the clinic licenses are up to date.

General Duties :

▪ Ability to travel to all Unicare locations, as needed.

▪ Occasional weekend availability during reporting season.

▪ Provides coverage to the practice as needed.

▪ Effectively interact with patients / customers with the understanding of their needs for self-respect and dignity.

▪ Address performance and / or behavior issues appropriately and complete annual performance evaluations

▪ Attend and participate in all required meetings and training sessions.

▪ Assist in any other duties or responsibilities as assigned.

Professional Requirements

▪ Adhere to dress code, appearance is neat and clean.

▪ Maintain patient confidentiality at all times.

▪ Report to work on time and as scheduled.

▪ Maintain regulatory requirements, including all state, federal and local regulations.

▪ Represent the organization in a positive and professional manner at all times.

▪ Comply with all organizational policies and standards regarding ethical business practices.

▪ Communicate the mission, ethics and goals of the organization.

▪ Participate in performance improvement and continuous quality improvement activities.

Qualifications and Experience

▪ Clinic Managers must be able to think creatively and solve problems promptly.

▪ Must be able to work efficiently and have strong organizational and managerial skills to handle the myriad duties required

▪ Must be proficient in Excel, Word and Outlook. Excellent computer skills.

▪ Highly efficient in preparing documents, managing data and ability to manage multiple projects simultaneously.

▪ Must have excellent communication skills, oral and written.

▪ Strong organizational skills with attention details.

▪ Strong worth ethic to meet changes in responsibilities that will take place daily.

▪ Demonstrated ability to coach and mentor teams and individuals, including job performance reviews.

▪ Capacity to work independently and as a team player.

▪ Management skills to interact with staff, provider(s), patients and outside agencies.

▪ Understand and adhere to the confidential requirements of UCHC.

▪ Experience with electronic health records (EHR) required; experience with eCW preferred

▪ Maintain a high level of understanding of HIPAA, state and federal regulations and guidelines, policies and procedures, and best practice methods regarding maintenance of health records and health information.

▪ Strong trouble shooting and communication skills used for both implementation and support of applications.

Training, Education and Licensure :

▪ Bachelors preferred, plus four (4) years medical office experience and direct supervisory experience. OR High School diploma / equivalent plus twelve (12) years medical office experience including three (3) years direct supervisory experience with employee recruitment and discipline responsibilities

▪ Three (3) years medical practice management experience. Five (5) years’ experience in a health care setting.

▪ Experience in a medical environment or FQHC is also preferred.

▪ Bilingual in Spanish, Chinese or Vietnamese preferred

Travel

▪ May travel to all Unicare Community Health Center clinic sites to work or attend meetings as needed.

Physical Requirements and Environmental Conditions

▪ Pushing and pulling objects up to 25 lbs.

▪ Frequent wrist, hand and finger dexterity to perform fine motor function.

▪ Full range of body motion including twisting body, pushing and pulling

▪ Position requires light to moderate work with 25 lb. maximum weight to lift and carry.

▪ Position requires reaching, sitting down for long periods of time, walking, bending, stooping, and handling objects with hands and / or fingers, talking and / or hearing, and seeing.

Work Schedule

▪ 40 hours per week. Monday – Friday; 9am – 6pm.

▪ Saturdays : 9am – 3pm

Working Conditions

▪ Non-Ionizing Radiation (microwaves, sun)

▪ Hazardous Exposure (chemical [E.G. Latex] and infectious)