Clinic Manager, US Programs WA
Job Details
Lynnwood, WA - , WA
Full Time
Description

The Clinic Manager contributes to the Calling of Medical Teams International through supervision and management of the day-to-day operations of a mobile healthcare clinic in a specific geographic area. This position includes clinic and administrative functions as well as short-term and long-term planning functions for running a successful mobile clinic “office”. The Clinic Manager works with a portfolio of clinic partners and volunteer dental and medical providers.  

Medical Teams International Calling: 
Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Clinic & Patient Care Duties:

  • Manage and direct the daily operations of assigned clinic and mobile clinic vehicle.
  • Prepare for clinics and ensure all is ready for patients and volunteer providers one hour prior to clinic opening.
  • Maintain quality standards and comply with applicable infection control, OSHA, WISHA and HIPAA regulations.
  • Assist with dental and medical services provided as directed by volunteer providers outlined in the Care & Connect model.
  • Assist with referral of patients to additional treatment or healthcare services.
  • If needed, take and process digital oral x-rays (training and certifications will be provided if necessary).
  • Secure and clean operatories post clinic, ensuring vehicle is ready for travel and the next clinic.
  • Maintain a working knowledge of current dental and medical needs of the populations served.
  • Create an environment where patients feel respected and cared for.
  • Reviews patient care procedures and evaluates volunteer performance with regular assessments, patient questionnaires, and personal observations.
  • Work with the volunteer service providers and clinic partners to find the most effective way of executing the daily duties/operation of the clinic.
  • Maintain accurate records for daily clinic operations, including health histories, consent, treatment coding, and patient demographic data.
  • Maintain and ensure on-board inventory of dental supplies, instruments, infection control and housekeeping.
  • Order new supplies as needed, ensuring assigned mobile clinic is clean, well stocked, and equipment is in working order.
  • Responsible to ensure clinics are completed as scheduled, few are cancelled (less than 10%), and clinic goals are met.    

Clinic Partner & Location Relationships:

  • Manage a small portfolio of clinic partners in a specific geographic area, participate in setting site fees and prepare information for MOU’s and contracts.
  • Cultivate strong working relationship with partner agency staff, reporting any concerns to Program Manager.
  • Seek opportunities to develop new partner relationships that support program objectives, refer to other team members for follow-up as appropriate.  
  • Gather information to prepare current MOU’s for each assigned partner agency.
  • Assist in negotiating site fees from assigned partner agencies.

Volunteer Relationships:

  • Create an environment where volunteers have a positive and rewarding experience.
  • Assist with the on-going recruitment of volunteers by promoting, referring and recommending potential volunteers.
  • Collaborate with the Program Manager and Clinic Scheduler to support the recruitment and scheduling of volunteer dentists, hygienists, and assistants.   

Mobile Clinic Vehicles:

  • Manage assigned mobile unit, ensure it is stocked and ready for clinics, regardless of specific clinic or staff assignment.
  • Perform mandatory pre and post checks of clinic vehicle each clinic day, enter all information in Fleetio immediately.
  • Comply with all parking, driving, and storage requirements. 
  • Drive to and from clinic locations.
  • Troubleshoot, and perform simple repairs to the Mobile Clinic vehicles and on-board dental equipment and supplies as directed by Program or Fleet Manager to ensure the clinic is successful.
  • Comply with Medical Teams’ global driver training and policies and participate in annual driver training specific to mobile clinics.
  • Work with Fleet Manager to ensure maintenance and repairs are scheduled and completed in a timely way.

Administrative Responsibilities:

  • Develop, coordinate, schedule, and confirm requests for mobile dental clinics in assigned region, in conjunction with Clinic Scheduler.
  • Serve as a resource and knowledge resource for Clinic Specialists.
  • Enter or ensure that all assigned clinics are entered into CRM accurately, as far in advance as possible and with as much information as possible.
  • Ensure clinic scheduling calendar, Outlook calendar and CRM are regularly updated.
  • Close each clinic in CRM, with all required fields, by end of clinic day.
  • Track communications with partners and volunteers in CRM.
  • Maintain accurate paperless records of daily clinic operations and patient encounters, including charting in OpenDental or other electronic health record and completing clinic data in CRM (Microsoft Dynamics 365).
  • Utilize Outlook calendar to communicate weekly schedule, work locations admin days, PTO etc.
  • Ensure on-board inventory of dental and medical supplies and instruments is adequate for one week of service and notify appropriate team member of any supplies, instruments or repairs needed.
  • Assist in managing operational budgets for the program.
  • Report accidents and incidents immediately.

Additional Responsibilities:

  • Attendance at weekly and monthly team, department and enterprise meetings and functions outside of clinic hours.
  • Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.
  • Represent the Mobile Healthcare program and Medical Teams occasionally in speaking engagements, professional functions, MTI banquets, and media presentations as requested.
  • Be a positive representative of the Mobile Dental program at all times.
  • When appropriate, incorporate the use of volunteers in daily job functions.
  • Perform other duties as assigned.

 

 

Qualifications

EDUCATION, LICENSES, & CERTIFICATIONS                                                                                                                                         

REQUIRED:

  • Bachelor’s degree in a relevant healthcare field.
  • Certification for x-ray, dental, or medical assisting, as required by particular state law, to provide direct patient care or willingness to obtain as needed.
  • Certification for CPR, Blood Born Pathogens, and HIPAA as required by law.
  • Valid State driver license with few or no traffic violations.

PREFERRED:

  • Master’s degree or other certifications in relevant field, as required by state law, to provide direct patient care.
  • Bilingual

EXPERIENCE                                                                                                                                                                                                      

REQUIRED:

  • Minimum 4 years’ experience in a clinical setting or a medical office.

PREFERRED:

  • Experience driving a RV sized vehicle

KNOWLEDGE, SKILLS & ABILITIES                                                                                                                                                             

 

Knowledge:

  • Commitment to Medical Teams International Calling Statement and Core Values.
  • Compassion and care for the patient populations we serve; radically hospitable.
  • Clinical knowledge of dental, medical, nursing, public health practices or offices.
  • Passion and commitment to serving volunteers and clinic partners with excellence.
  • Understanding and compliance with HIPAA and all related healthcare regulations such as infection control and other OSHA, and WISHA requirements in a clinic setting.
  • Ability to work a flexible schedule and weekends (approximately 2 per month).
  • Ability to drive or learn to drive a large (38-40’) vehicle, operate it safely and participate in annual refresher training.
  • Ability to travel for organizational or department off-site meetings up to 3 times per year in the Pacific Northwest.

 

Abilities:

 

  • Ability to operate well and calmly in a fast-paced work environment.
  • Demonstrated ability to deliver results in a dynamic and often ambiguous environment
  • Excellent and responsive communicator with team, managers, and other staff.
  • Good intuition and high emotional intelligence.
  • Works collaboratively and comfortably with volunteer providers and outside agency partners.
  • Works collaboratively and comfortable with a diverse staff and persons at all levels of function, authority and socio-economic levels.
  • Excellent English communication skills, oral and written, particularly for patient charting and referrals.
  • Demonstrated patient advocate.
  • Interpersonal:
  • Flexible problem solver, able to think through immediate issues and seek out solutions. 
  • Well organized, able to manage and follow up to see tasks through, on-time and possessing good time management skills.
  • Technology:
    • Comfortable troubleshooting technology and accessing programs and files remotely.
  • Comfortable using technology and moderately skilled with Microsoft Office 365 suite (including Outlook email and calendar), Teams, OpenDental, and/or other electronic health record platform.
    • Skilled in or willingness to learn network version of OpenDental (EHR) and digital x-ray software.
    • Experienced or comfortable working in a paperless office and with digital systems and equipment.
  • Hands-on and clinically minded, enjoys performing a broad variety of tasks.

Skills:

  • Self-starter, quick and curious learner, detail oriented, highly organized, and able to work independently and in remote settings.
  • Knowledge of the local healthcare safety net system and health needs of populations served.
  • Familiar with or willing to learn about Medicaid billing, program requirements and applicable regulations.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS                                                                                                                    

Tools and Equipment Used:

  • Requires use of and assist with a variety of dental and medical equipment including x-ray equipment.
  • Requires driving and support of Medical Teams International’s Mobile Clinic vans.
  • Requires use of personal computers, including word processing, database programs), electronic health record systems, and calendaring systems; calculator, telephone, copy and scanning machines.

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is frequently required to stand, sit and talk or hear.  The employee is required to walk; climb stairs; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, and arms.
  • The employee must occasionally lift and/or move up to ­­40 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The noise level in the work environment is usually moderate.
  • There may be a risk of occupational exposure to blood or other potentially infectious materials (OPIM). Hepatitis B vaccination series is required.

 

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