Clinic Manager (LBHC)
Job Details
Experienced
Long Beach Health Center - Long Beach, CA
Full Time
High School
Up to 25%
Day
Admin - Clerical
Description

POSITION SUMMARY:

Under the direction of the Clinic Director, the Clinic Manager is responsible for the coordination and supervision of non-clinical operations (in areas of Medical, Dental, and Behavioral Health) in order to provide administrative and organizational support, maximize efficiencies, and champion customer service within the clinic.

                                                                                                              

CORE DUTIES & RESPONSIBILITIES:

  • Plan, organize, implement, and monitor non-clinical front office Medical, Dental, and Behavioral Health operations, including but not limited to, the following areas:
    • Customer service
    • Appointment scheduling
    • Patient registration and intake processes
    • Communication between patients/clients, external agencies, or staff
    • Inventory management of general office supplies
    • Coordination of care for patients/clients accessing multiple services (e.g. Medical, Dental, Behavioral Health)
    • Patient recall for population management initiatives
  • Provide direct supervision of non-clinical front office administrators and dental office coordinator
  • Exhibit cultural competency with the LGBTQ population, underrepresented and underserved communities, and populations living with/at high risk of contracting HIV
  • Promote a welcoming and nurturing environment for patients/clients as well as staff
  • Maintain utmost professionalism in the front office to all visitors of the clinic and with partner organizations
  • In conjunction with Human Resources and the Clinic Director:
    • Hire, train, and recognize qualified non-clinical front office staff fitting APLA H&W’s mission statement and performance expectations
    • Monitor, coach, and appropriately discipline under-performing staff
  • Perform regular check-ins and performance evaluations with direct reports as part of ongoing training and support, and identify opportunities for staff to develop knowledge
  • Review accuracy and approve completed time sheets of direct reports using Paycom
  • Ensure designated staff are opening and closing the clinic during hours of operation

 

BILLING & FINANCE DUTIES:

  • Coordinate and maintain an accurate account of all monies received and spent by clinic in conjunction with the Finance department:
    • Batch reconciliation for payments received
    • Resolve billing inquiries/discrepancies with the Billing department
    • Check requests with Accounts Payable
    • Act as Petty Cash Custodian
  • Collaborate with the Billing and Enrollment department to identify action plans and develop staff training to address billing errors resulted from registration activities
  • Perform regular chart audits to ensure registration and scheduling processes are completed accurately according to clinic policies and protocols

 

ACCESSIBILITY & PROCESS IMPROVEMENT:

In collaboration with the Quality department:

    • Coordinate completion of patient satisfaction surveys and subsequent planning and implementation of process improvements as part of delivering exceptional customer service
    • Ensure process of patient recall functions efficiently to capture patients in a timely manner (e.g. ED/ER or post-hospitalization follow-up, dental recall, etc)
    • Improve Quality performance measures from an administrative, non-clinical perspective
  • Coordinate auxiliary services to assist patients with barriers to access to healthcare (e.g. interpreter services, transportation)
  • Apply knowledge and awareness of community needs to process improvement decisions.
  • Collaborate with the Communications department in managing APLA H&W social media accounts making sure information is accurate, relevant, and current

 

SAFETY AND SECURITY:

 

  • Ensure privacy protocols and regulations (e.g. HIPAA) are followed in order to keep staff, patients, clinic assets, and data safe and secure
  • Enforce safety standards and regulations (e.g. OSHA, fire safety, ADA) and work closely with security personnel, safety teams
  • Submit and follow-up on maintenance requests with the Facilities department to maintain working condition of equipment, cleanliness, and orderliness of the clinic
  • Assist with emergency management and preparedness plans and tasks
  • Assist with grant-funded and managed care organization facility and medical record audits

                                                                                                           

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS

Qualifications

REQUIREMENTS:

 

Training and Experience:

  • Completion of Associate’s in Health Administration or related field of academic discipline preferred
  • A minimum of one year of experience in managing a clinical practice (including dental and/or mental health) is required, three years preferred
  • Applied knowledge of ADA procedures and codes
  • Experience supervising and developing personnel
  • Experience working with physicians and providers in the primary healthcare system, dentists, mental health providers, and with community-based organizations and clinics
  • Experience coordinating care between health care organizations, including acute, outpatient, and clinic settings
  • Experience working with multiple benefits coverage programs, including private insurance and government programs
  • Experience working in a Federally Qualified Health Center preferred
  • Bilingual English/Spanish preferred

 

Knowledge of:

  • Advance computer skills including the Microsoft Office suite
  • Clinic/health care operations management
  • HIV disease, and other health disparities and comorbidities
  • Los Angeles County HIV and primary care service delivery system (including Ryan White)
  • HIPAA and OSHA guidelines
  • Quality management and performance improvement
  • eClinicalWorks or similar electronic health record system
  • Managed care eligibility and authorization process
  • Public health outcome management methodologies
  • Medical terminology; current ICD and CPT coding
  • Healthcare billing processes and insurance plans (Medicaid, Medicare, and private/commercial plans; including dental and/or mental health preferred)

 

Ability to:

  • Participate as an effective member of a large service-providing agency
  • Attend meetings, trainings, and events, both internally and externally, as part of process improvements and self-development
  • Demonstrate non-judgmental and compassionate care towards the LGBTQ population, underrepresented and underserved communities, and populations living with/at high risk of contracting HIV
  • Maintain strictest confidentiality of clients
  • Communicate effectively with clients, patients, staff, peers, and superiors
  • Operate standard office equipment
  • Demonstrate excellent written and verbal communication skills
  • Perform word processing and data entry tasks
  • Meet assigned deadlines
  • Complete assigned tasks with minimal supervision

 

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

 

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. The position requires occasional travel to attend on- and off-site meetings.

 

SPECIAL REQUIREMENTS:

 

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes.

 

An Equal Opportunity Employer: minority/ women/ disability/ veteran.

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