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

• On-site management of all front office, back office and clinical care staff.
• Supervision of patient scheduling, registration, financial counseling, medical records, billing, collections and data entry.
• Ordering all supplies needed for the clinic operations in a timely fashion.
• Ensuring vaccines are kept in stock, in a compliant manner in accordance with VFC guidelines.
• 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.
• Assess employee performance.
• Delegates responsibilities within the clinic staff.
• Oversee billing and collections for designated locations.
• Verify daily cash logs and reconciliations for accounts on a daily basis.
• Arranges for routine/emergency maintenance of the clinic.
• Continuous training of both front and back offices on protocols, policies, procedures, systems and all other guidelines as shared by administration.
• Develops, updates and maintains front desk policies and procedures for eCW.
• Coordinate and develop inter-office relationships.
• Maintain the provider schedules as identified by administration in eCW.
• Ensuring patient encounters are completed within 48 hours of patients being seen for appropriate billing to be completed.
• Supporting initiatives to increase the quality of care in the clinic as well as patient access to care.
• 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.
• Work closely with other administrative staff on areas of related responsibility.
• Immediately report any problems or unusual occurrences to supervisor.
• Attends in-services and departmental meetings as scheduled.
• Maintaining patient-centered, HIPAA-compliant processes.
• Manages performance and ensures 100% of all required performance appraisals are completed.
• Ensuring that patients receive the highest quality care.
• Maintain the provider schedules as identified by administration. Schedules are kept up to date at all times.
• Ensuring patient encounters are completed within 48 hours of patients being seen for appropriate billing to be completed.
• Support quality of care and improvement efforts as directed by the QI committee.
• Coordinate all facilities issues with COO.
• Coordinate information technology related issues with the IT team and CAO (if applicable).
• Collaborate with the EVP for all vaccine and health insurance related matters.
• 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.
• Ensure compliance with state and federal requirements for the clinic setting.
• Vaccines for Children program management, including but not limited to all site audits and program adherence.
• Liaison with the in reach & outreach services at each location.
• 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.
• 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)