Clinic Manager - LF

Job Summary

Under the supervision of the Clinic Director, the Clinic Manager coordinates the efficient flow of medical, behavioral health, and dental services, ensuring a high level of customer service and managing the health center’s telecommunications and electronic health records systems.

About the Role

The Clinic Manager directly supervises the Health Information Clerks, Patient Services Representatives, Patient Services Representative Leads, Medical Assistants, Primary Care Team Leads, Perinatal Coordinator, Dental Assistants, Registered Dental Assistants, and Dental Leads. The Clinic Manager is an active member of the Management Team.

Responsibilities

• Patient Support Services
• Coordinates and supervises the daily activities of medical and dental support staff
• Solves routine and semi-complex problems independently
• Works collaboratively with the Dental Director, Behavioral Health Director, and Nursing Manager to deliver an excellent patient experience and ensures an optimal clinic work flow
• Assists subordinates with non-complex work-related matters
• Answers telephones using proper telephone etiquette
• Greet and process patients
• Keep patients and providers informed of their respective status
• Retrieve health information as needed
• Responds promptly and with caring actions to patients and employees in a manner that is consistent with the health center’s core values
• Contributes to the success of Camino Health Center by partnering with the Quality Improvement Manager and other health center Management Team members in the development and implementation of quality improvement activities
• Evaluates staff performance against job description criteria and competency assessment; provides guidance and coaching to develop individuals as well as the team to highest potential
• Facilitates new support staff onboarding; partners with Leads to ensure new employees successfully complete their probationary period and competency check list
• Assesses training needs, promotes developmental activities and provides staff in-services
• Conducts ongoing individual, team, and department meetings to promote effective communication, assess and resolve staff needs, and foster good teamwork
• Schedules and tracks tardiness, attendance, meals and rest breaks, and paid time off (PTO)
• Accurate Appointment Scheduling and Patient Registration
• Ensures medical and dental support staff deliver high quality customer service at all times (in-person and on the phone)
• Proactively monitors the medical and dental clinic schedules in order to ensure optimal patient access and department productivity goals are achieved
• Ensures patient appointment scheduling is completed in accordance with the health center’s protocols and relevant payer/funder requirements
• Coordinates patient reminder and no-show calls
• Ensures Patient Services Representatives and Dental Assistants efficiently and accurately check-in patients
• Ensures the health center’s Sliding Fee Policy is accurately and consistently carried out
• Ensures staff accurately follow the cash collection process in a manner consistent with the health center’s policies
• Conducts a daily cash reconciliation to ensure the accurate recording of patient payments
• Health Information
• Oversees the day-to-day work of the Health Information Clerks
• Ensures incoming fax queues are processed timely and accurately in a manner that is consistent with the health center’s policies and procedures
• Ensures confidentiality of protected health information (PHI) -- written, electronic and verbal communications
• Ensures the integrity of data in the health center’s electronic health record
• Coordinates the conversion of paper records to an electronic format
• Ensures that electronic documents are uploaded to patients’ electronic medical record accurately and in a timely manner
• Oversees tasks generated via the electronic health record’s task management system and any corresponding queues
• Oversees the health center’s electronic patient portal
• Ensures medical and dental support staff accurately document their work in the electronic health record
• Ensures that patient consents and releases are used in a manner consistent with the health center’s protocols
• Responsible for reconciling electronic PHI exports and imports
• Responsible for the accurate processing of medical records and provider deposition subpoenas
• Primary point of contact and maintains relationship with the third party medical records vendor
• Administrative Support
• Takes an active role in preparing for and participating in program audits, including but not limited to: CalOptima, Monarch, CHOC, CHPD and HRSA
• Completes excursion reports and the return of expired doses as necessary
• Fills the role of Vaccine Coordinator for the Vaccines for Children program
• Participates and leads Patient Centered Medical Home (PCMH) initiatives
• Develops and maintains health center patient registration forms and related policies and procedures
• Coordinates with the Nursing Manager and Dental Director to ensure proper inventory of medical and dental supplies are maintained
• Assists the Site Director with developing medical and dental appointment schedules
• Responds to formal patient grievances
• Implements process improvement activities to address areas with chronic issues
• Provides first level information technology (IT) support

Qualifications

• Education: Bachelor’s degree in Healthcare Administration, Public Health, Business Management or related field; or, three years of healthcare supervisory experience may be considered in lieu of a Bachelor's degree
• Experience/Training: Prior supervisory experience and excellent customer services skills. Relevant work experience will be considered in lieu of formal education
• Preferred Position Qualifications: Master's degree in related field; Prior supervisory experience and excellent customer services skills. Relevant work experience will be considered in lieu of formal education

Skills

• Excellent customer service skills
• Strong organizational and problem-solving abilities
• Effective communication and interpersonal skills
• Ability to work independently and as part of a team
• Proficient in Microsoft Office Suite and electronic health record systems

Benefits

Camino Health Center offers a comprehensive benefits package including medical, dental, vision, life insurance, disability coverage, and paid time off.

Pay

Compensation is commensurate with experience.

Schedule

Flexible schedule with the possibility of evening and weekend work.