Clinic Administrator

At DAP Health, we are committed to transforming lives and advancing health equity for all. As a leading nonprofit health care provider, we deliver compassionate, high-quality care to the diverse communities of the Coachella Valley and San Diego County. Our comprehensive services range from primary care to mental health, wellness programs, and beyond, with a focus on those who are most vulnerable. Joining our team means becoming part of a passionate, innovative organization dedicated to making a meaningful impact in the lives of those we serve. If you're looking for a dynamic and purpose-driven environment, we invite you to explore the opportunity to contribute to our mission.

Job Summary:

The Clinic Administrator is responsible for the overall program, operations, compliance, fiscal and clinical performance of the clinic. The Clinic Administrator oversees the day-to-day operations of the clinic as related to patients, staff members and the facility. The Clinic Administrator plays a critical role in the development, revision and implementation of new workflows, processes, and policies. The Clinic Administrator is responsible for providing leadership and direction across the different departments in the clinic in coordination with the assigned Medical Director and/or Regional Director of Operations.

As a supervisor, the Clinic Administrator is responsible for addressing any personnel issues to promote a productive and supportive work environment, evaluating the performance of clinic staff, providing feedback and mentoring through rounding, developing education programs, contributing to staff professional development, interviewing and hiring staff. The Clinic Administrator serves as a liaison with upper management and promotes the best interests of staff and patients, while ensuring the clinic runs efficiently and profitably.

Supervisory Responsibilities: Nurse Manager, CSR Supervisor, Clinic facing Staff as designated

Essential Duties and Responsibilities:

Administrative Functions:

• Management of all business activities and resources throughout the practice, including development, implementation, and results facilitation of all clinic site functions to maximize efficiencies and maintain budget controls. This includes the consistent oversight of department financials, people operations, inventory management, quality assurance and control, patient satisfaction, and compliance monitoring.
• Analyzes all staff functions, develops optimized staffing patterns, provides, or arranges for necessary training. Delivers a strong day-to-day leadership presence and cultivates a mentoring open-door policy for staff.
• Management of all staff including work allocation, staffing coverage and problem resolution; monitor staff time and attendance; evaluates performance and makes recommendations for personnel actions; ensure staff achieve peak productivity and performance. Ensures training and adherence of clinic staff to policies, procedures, and standards; coordinates in-service training, continuing education, orientation, competency reviews, and other related training functions.
• Oversees and guides efficient patient flow from entry to discharge and monitors patient outcomes. Ensures accuracy and quality control of administrative and clinical operations.
• Directs, organizes, and formulates weekly, monthly, and/or annual clinic performance reports associated with practice operations, including financial measures.
• Serves as a liaison in coordination of support services for practice operations. Coordinates outreach and in reach opportunities to promote the practice image within the community.
• Develops and coordinates relationships with community partners, and other business alliances.
• Adopts data from needs assessment and other regulatory agencies to build strategic connections with Community Partners and Community Based Organizations to meet the community needs for patients served.
• Develops, cultivates, and maintains future leaders of the organization and empowers them to lead and succeed; maintains awareness of job responsibilities, challenges, barriers and needs of staff within reporting line; recommends changes to senior leadership team as necessary or appropriate.
• Monitors staff progress and holds departments and staff accountable, recommending, overseeing, and participating in department and/or personnel evaluation and improvement efforts, as necessary.
• Develops and maintains excellent working relationships with all departments; provides guidance and support as appropriate to ensure needs are met in a timely manner.
• Other duties as assigned.

Clinical Functions:

• Ensures assigned clinical teams achieve a 90 percentile or higher in meeting all key performance indicators (KPIs) goals.
• Assists with annual budget preparations, monitor monthly operating budgets, and provides fiscal direction to the practice site.
• Analyzes Clinic financial results with respect to profits, trends, costs and compliance with budgets and grants.
• Monitors and analyzes operating results against budget
• Provides quality care to the patients of DAP Health, within the scope of practice outlined by state or federal law.
• Delivers care in accordance with established standard of care and accepted community standards.
• Understands the organizations commitment to provide high quality patient care. Promotes a Patient centered environment.

Staff Supervision:

• Responsible for collection and approval of timesheets and benefit requests for staff under his/her/their supervision.
• Facilitates staff training as necessary and ensures compliance with new employee and annual training requirements.
• Evaluates staff performance either directly or in collaboration with co-management.
• Conducts employee corrective action, provides guidance, and conducts rounding's and 1:1's with direct reports.
• Responsible for ensuring staff compliance with all DAP Health policies and procedures, and all applicable laws and regulations, including HIPAA and OSHA.

Strategic:

• Achieves DAP Health's vision, goals and objectives for department that are in alignment with organizational strategic plan.
• Communicates vision, goals and objectives within own departments and with other departments, including regular department updates regarding current activities.
• Maintains awareness of job responsibilities, challenges, barriers and needs within reporting line.
• Contributes to department progress and maintains accountability, recommending, and participating in department and/or personnel evaluation and improvement efforts as necessary.
• Effectively collaborates with other departments to work toward shared goals and common vision
• Maintains awareness of how department fits into the bigger organizational picture
• Maintains knowledge of regulatory and oversight requirements and ensures compliance

Program:

• Ensures development and maintenance of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the practice site and compliance with federal, state, and other regulatory and accreditation agencies. Oversees compliance of federal and state funded programs, collaborative, and grant management
• Participates in the planning, development, monitoring and coordination, of the Compliance Program activities to ensure compliance with regulatory and accreditation agencies.
• In collaboration with the Medical Staff Office, assists in coordinating clinical activities that directly impacts population health outcomes.
• Ensures compliance for various accrediting bodies and government agencies such as HRSA, CMS, State Programs, and health plans. Performs all necessary reviews, audits, education, and training to maintain compliant status.
• In collaboration with the Medical Staff Office, assists in coordinating clinical activities that directly affects population health outcomes.
• Monitors, facilitates data validation, and provides feedback for data tools and dashboards to monitor program goals.
• Ensures compliance with local, state, and federal requirements.
• Actively participates in the Patient-Centered Medical Home (PCMH) and Quality Improvement (QI) committees.
• Oversees projects for effective implementation and ongoing monitoring.
• Gathers and analyzes data for trends and to institute action to solve problems promptly and evaluate effectiveness of action.
• Maintains awareness of organizational hierarchy, systems, and processes, and participates in process improvement initiatives, as necessary.
• Representative of DAP Health internally and externally
• Presents and pursues opportunities for further organizational development and growth
• Acknowledges role in productivity and quality improvement
• Ensures adherence of department policies and procedures and adheres to appropriate organization-wide implementation processes.

Financial:

• Maintains fiscal responsibility of clinic performance and impact on profit and loss statements.
• Assists with annual budget preparations, monitor monthly operating budgets, and provides fiscal direction to the practice site.
• Analyzes Clinic financial results with respect to profits, trends, costs and compliance with budgets and grants.
• Maintains awareness and strategic implementation of health plan, and program-based incentive models.
• Collaborate cross-functionally to develop and deliver on the execution of the site operational plan, budget, and key performance indicators.
• Monitor's performance and pro-actively manages expenses, identifies and creative solutions to budget challenges.
• Maintains department-level budgets that adequately balance the financial needs of the departments against the needs for fiscal responsibility.

Service:

• Actively supports, promotes, and works to fulfill the Mission, Vision, and core values of DAP Health.
• Embodies DAP Health's core values- Accountability, Compassion, Integrity, Respect, Commitment, Loyalty and Excellence.
• Provides excellent internal and external customer service.
• Demonstrates DAP Health's Standards of Customer Service Behavior: Compassion, Attitude, Communication, Appearance, Sense of Ownership, and Teamwork.
• Participates in on-going customer service trainings.
• Implements and monitors Customer Service programs; leads effort to develop a customer service driven culture in ambulatory care; develops and maintains systems to monitor customer requirements and satisfaction.
• In every action, seeks to promote DAP Health as a top service organization.
• Maintains awareness of the Clinic's reputation (i.e., social media outlets-yelp, google, Facebook, etc.) Develops framework and processes to promote positive patient experiences that are reflective in these forums.
• Contributes to the success of the organization by participating in quality improvement activities.
• Complies with all DAP Health policies and procedures and proactively participates in the implementation of new initiatives.
• Fosters a positive patient experience and promotes patient retention.

Safety:

• Ensures compliance with policies and procedures related to safe work practices.
• Uses all appropriate equipment and/or tools to ensure workplace safety.
• Immediately reports unsafe working conditions.

Privacy/Compliance:

• Maintains privacy and security of all patients, employees and volunteer information and access to such information. Such information is accessed on a need-to-know basis for business purposes only.
• Complies with all regulations regarding corporate integrity and security obligations. Reports unethical, fraudulent, or unlawful behavior or activity.

Required Skills/Abilities

• Proven track record of successfully organizing, directing, evaluating and coordinating patient care services in complex health systems;
• Must have strong verbal and written communication, interpersonal, and organizational skills
• Must be knowledgeable of computers to include Microsoft Office, and Internet//Intranet navigations.
• Ability to travel long distances when needed
• Proficiency with electronic health records;
• Exhibits progressive professional development
• Strong customer service skills;

Education and Experience

• Bachelor's degree required or equivalent combination of education and experience in healthcare
• Current national professional certification in nursing leadership, professional development or clinical practice (RN-BC, NE-BC, NEA-BC, CNML, CNEP, CNOR, RNC-OB, etc.)
• Registered Nurse, preferred
• Current BLS certification
• Minimum of 3 years of progressively responsible healthcare operation administrative and leadership experience, preferably in an underserved area.
• Must have at least 3 years of direct patient interaction; experience serving culturally diverse patient population
• Minimum five (5) years of progressive nursing leadership, supervision, and quality improvement experience;
• Minimum five (5) years of continuous clinical experience in clinical/acute setting;
• Director level experience in acute or outpatient clinical setting
• Program management experience
• Federally Qualified Health Center (FQHC) experience preferred.

Working Environment, Physical and Mental Requirements:

• This job operates in an office setting and requires frequent times of sitting, standing, repetitive motion and talking.
• Does not involve contact with patients or patient specimens. No exposure to blood, body fluids, non-intact skin or tissue specimens.
• Ability to lift up to 50 pounds and move from place to place.
• Ensures compliance with policies and procedures related to safe work practices