CLINIC MANAGER

About the Role

Manages the daily operations of the medical practice including personnel, financial, clerical, housekeeping, maintenance, and purchasing functions. Plans programs, allocates and assigns duties to employees. Reviews medical records for compliance and billing requirements. Monitors activities and operations to ensure the practice successfully meets its objectives.

Responsibilities

Personnel

• Leads employees to accomplish all job objectives in line with clinic mission and vision.
• Conducts one-on-one meetings with clinic leads to coach, mentor, and help them establish and implement goals and objectives.
• Responsible for maintaining high morale and good relations throughout the office.
• Schedules and conducts periodic office staff meetings to inform staff of changes in practice policy, update and educate staff, and resolve and prevent problems; prepares and retains minutes of all meetings.
• Consults with Human Resources or Administration prior to formal counseling or dismissal of employee(s).
• Processes all paperwork in a timely manner and forwards to appropriate departments (e.g., Administration, Payroll) for time off, counseling actions, and performance evaluations.
• Works with Quality Improvement Department to conduct periodic Quality Improvement activities and shares data with staff.
• Conducts performance reviews. Recommends staff merit increases, promotions, and disciplinary actions.
• Completes and updates personnel files—ensures required forms are completed.
• Submits office staff time cards for payroll processing bimonthly—verifies accuracy and completeness of employee time.
• Approves and maintains all vacation and other “days off” schedules for providers and staff.
• Ensures all positions are filled with trained personnel during vacation/sick calls and fills in when needed.

Daily Operations

• Conducts monthly audits to ensure compliance with policies and procedures.
• Manages and reviews providers’ schedules and review bins.
• Works closely with the provider and Medical Director to ensure clinical and administrative goals are met.
• Assists Medical Director in tracking providers' time off and ensures coverage for patient care.
• Ensures office is opened and closed daily according to protocol.
• Oversees and distributes work activities and schedules.
• Assists in the development of clinic budget.
• Maintains compliance with budget and productivity goals.
• Attends monthly Operations and Leadership Meetings.
• Directs operations to prepare and retain records, files, reports, and correspondence according to various government and practice standards; prepares and carries out managed care audit requirements.
• Ensures consistent collection of payment at time of service.
• Oversees all handling of daily collections and prepares for transfer to accounting department.
• Manages and reconciles the petty cash.
• Ensures sufficient supplies are available for delivery of quality patient care—orders supplies as needed and obtains competitive bids at least annually.
• Initially sorts the daily mail and distributes appropriately.
• Monitors the duties assigned to practice personnel to ensure employees are performing their assignments while maintaining a high level of patient care and job efficiency.
• Creates dashboards for presentation, calls out issues, and provides recommendations.
• Advises provider(s)/staff in areas of practice and business management to maximize patient care and service, and to direct efficient and profitable operations of the practice.
• Takes accountability for revenue generated (Profit & Loss) for the office and the group as an entity as a whole.
• Performs other duties as directed by administrator and/or medical director to achieve desired results.

Requirements

• High School Diploma or GED required.
• Graduation from junior college or an accredited University is a plus.
• Minimum of three to five years of work experience, with increased responsibility, in a medical environment.
• Minimum of one year of experience supervising staff.

Skills

• Ability to find solutions when barriers are identified.
• Strong documentation skills.
• Ability to multi-task and prioritize when needed.
• Ability to independently seek out resources and work collaboratively.
• Ability to read, understand, and follow oral and written instructions.
• Experience and work ethics that support working within a high-functioning, team-oriented environment.
• Demonstrates a willingness and ability to work under supervision.
• Ability to develop and maintain good working relationships with staff.
• Ability to use a computer and learn new software programs.
• Excellent interpersonal skills reflecting clarity and diplomacy and the ability to communicate accurately and effectively with all levels of staff and management.
• Demonstrates ability to work in a regulatory climate that includes oversight of state and federal entities, payer contracts, etc.
• Possesses ability to communicate effectively, both verbally and in writing.
• Possesses genuine respect for others and acceptance of their individual social and cultural traits.
• Proficient knowledge of Microsoft Outlook.
• Able to travel and attend professional meetings, conferences, trainings, and clinic sites.
• Demonstrates flexibility, enthusiasm, and willingness to cooperate while working with others in multi-disciplinary teams.
• Must demonstrate a willingness and ability to work under supervision and supervise others.
• Must have adaptability and excellent decision-making skills.
• Must have excellent interpersonal skills, reflecting clarity and diplomacy, and the ability to communicate accurately and effectively with all levels of staff and management.
• Must be very detail-oriented.
• Must demonstrate the ability to work with confidential information.
• Ability to lead diverse, ad-hoc teams and facilitate and guide them to create successful results.
• Ability to adapt to a variable and frequently extended work schedule.
• Must demonstrate evidence of continuous professional growth.
• Must have PC skills and experience in Outlook, Word, Excel, PowerPoint, and/or other project management systems to perform analysis, track project progression, develop projections, and submit performance graphics.
• Experience producing and presenting data results via presentation methods required.
• Multi-tasking skills are necessary.

Pay

$70,305 - $80,000/year

Benefits

• 100% employer-paid Medical, Dental & Vision coverage.
• 100% employer-paid Life & Accidental Death & Dismemberment (AD&D) Insurance.
• 401(k) with employer matching.
• Paid Time Off accrual, 10 Paid Holidays, and a Wellness Day Off.
• Flexible Spending Account (FSA).
• Fringe Marketplace Stipend.
• Optional Supplemental Insurance.
• Participation in CCHC's company-wide Profit Sharing Program (eligible employees).
• Professional development and opportunities for internal growth and advancement.