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Clinic Manager

4 months ago

LuthervilleTimonium, United States InsideHigherEd Full time

We are seeking a Clinic Manager who will oversee the operations of the cardiology clinic at Green Spring Station (GSS) under the guidance of the Associate Administrator. This position has operations management and financial responsibility and works collaboratively with the division leadership team to meet clinical practice goals and objectives. The Clinic Manager proactively assesses and implements appropriate processes to ensure that all facets of clinic practice management are effectively addressed. Management oversight includes scheduling efficiency, complete and accurate registration, insurance referral and preauthorization requirements, patient relations and satisfaction, clinical regulatory compliance, and program marketing for all departments/service lines operating within the cardiology clinics. The Clinic Manager will work closely with the Associate Administrator to prepare financial reports and clinical budgets. The Clinic Manager will work with the division's HR Generalist and the Medical Office Supervisor to train and oversee administrative and office support staff. The ability to work in a team environment is essential to this position.


Specific Duties & Responsibilities

  • Oversee the day-to-day clinical operations of cardiology clinic.
  • Assure the clinic is appropriately staffed to meet the operational needs.
  • Work with administrative and physician leadership to establish policies and procedures where changes are needed.
  • Conduct monthly administrative staff meetings.
  • Resolve scheduling conflicts, monitor room utilization, and maintain clinic patient flow.
  • Coordinate the hiring, training, supervision, performance management, and staff performance issues along with the division's human resources representative.
  • Ensure all staff and faculty have fulfilled requirements set forth by external regulatory agencies or internal regulatory bodies (e.g., systems training, risk management).
  • Educate providers and clinic staff regarding third party payer requirements, managed care contracts, and billing/documentation requirements.
  • Provide monthly ambulatory clinic practice reports by site, provider, and sub-specialty to divisional leadership.
  • Provide reports including access, volumes, show rates, provider cancellations and other selected metrics to assess outpatient activity by provider compared to prior fiscal year.
  • Monitor patient satisfaction for the outpatient clinic practices.
  • Conduct patient interviews regarding service concerns including staff interactions, clinic fees, billing problems, insurance requirements, clinic policies, and provider interactions.
  • Develop, maintain, and update the division's Clinic Operations Manual in conjunction with the Department of Medicine (DOM) operations policy.
  • Ensure that the division's clinic practices conform to applicable policies and procedures of Johns Hopkins Hospital (JHH) and Johns Hopkins University Clinical Practice Association (CPA).
  • Ensure that the ambulatory clinic sites comply with the standards or requirements of The Joint Commission, Center for Medicare and Medicaid Services, and other regulatory agencies.
  • Work with the JHH Regulatory Affairs Office, JHHS Compliance Office, JHU CPA, and Office of Billing Quality Assurance as needed to clarify and address requirements.
  • Participate in the implementation of system capabilities to support registration, scheduling, billing, medical records, and communication to referring physicians.
  • Manage patient complaints from a scheduling and clinical operations perspective, investigating all perspectives of situations and providing formal feedback to the Assistant Administrator.
  • Implement corrective actions, as indicated, to ensure that problems are not repeated.
  • Ensure that staff and/or providers are informed of appropriate future actions. Coordinate as needed with Patient Relations.
  • Monitor monthly expenditure statements for budgets and prepare documents required to maintain balanced accounts for review and approval by the Assistant Administrator.
  • Assist in the development of the annual clinical operating budget.
  • Attend JHM Practice Management meetings each month.
  • Participate in other JHM work groups and/or committees as related to clinic operations.
  • Interface with the division's Communications Specialist to update and maintain clinical web pages.
  • Review and approve vacation and sick requests and coordinate vacation schedules among the clinic staff.
  • Ensure compliance with HR issues, e.g. E210 Compliance, Effort Reporting, Weather Emergency Responsibilities, HIPPA Certifications, COG training, EPR Recertification, etc.
  • Streamline and improve current business practices by partnering with Patient Access Services, DOM and Cardiology Administration.
  • Other duties as assigned.


This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.



Minimum Qualifications
  • Bachelor's Degree.
  • Three years related experience.
  • Previous supervisory experience required.
  • Requires an understanding of changing reimbursement policies and third-party reimbursement.
  • Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Classified Title: Clinic Manager
Role/Level/Range: ATO 40/E/03/OG
Starting Salary Range: $24.00 - $42.00 HRLY ($64,350 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8 - 5pm
Exempt Status: Exempt
Location: JH at Greenspring Station
Department name: 10002805-SOM DOM Cardiology
Personnel area: School of Medicine