Job Description

Our community clinic is seeking a passionate and detail-oriented individual to join our team as a Clinic Manager.

CLINIC MANAGER ASSIGNMENT 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. Patient facing roles require English/Spanish bilingual proficiency.

BENEFITS:

• 100% employer-sponsored medical, dental and vision benefits
• Paid time off/vacation
• Paid holidays
• Paid sick time
• 403(b) vested retirement plan
• 403(b) matching

CLINIC MANAGER MINIMUM QUALIFICATIONS:

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
• 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
• 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

CLINIC MANAGER ESSENTIAL FUNCTIONS & 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 underrepresented and underserved communities.
• 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(s):
  • Hire, train, and recognize qualified non-clinical front office staff fitting Kheir Clinic’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 development
• Review accuracy and approve completed time sheets of direct reports using ADP
• Ensure designated staff are opening and closing the clinic during hours of operation

CLINIC MANAGER BILLING & FINANCE DUTIES:

• Coordinate and maintain an accurate account of all monies received and spent by clinic in conjunction with the Accounting 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

CLINIC MANAGER ACCESSIBILITY & PROCESS IMPROVEMENT:

• In collaboration with the Quality Improvement (QI) 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 External Affairs department in managing Kheir Clinic social media accounts making sure information is accurate, relevant, and current

CLINIC MANAGER 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 and 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

CLINIC MANAGER 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 company provided 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.

Kheir Clinic provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Kheir Clinic complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Kheir Clinic will consider for employment all qualified Applicants, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Please note that this job description is subject to change to meet the needs of Kheir Clinic.

The Kheir Clinic is a primary provider of critical in-language healthcare and human services support to the residents of Metro Los Angeles and its neighboring communities. We strive to accommodate underserved residents in the greater Los Angeles area regardless of race, ethnicity, gender, sexual orientation or income.

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