Assistant Health Center Manager

Job Title: Assistant Health Center Manager

Department: Administration

Reports To: Health Center Manager/Regional Operations Manager

FLSA Status: Non-Exempt

Wage Range that the Company Expects to Pay: $29.09 - $35.35 per hour

SUMMARY

Under the general supervision of the Health Center Manager or Regional Operations Manager, this position is responsible for directing the front office and other clinic operations at a specific clinic site(s).

It is the primary purpose of CHCCC to provide the highest quality of total care possible to the patient population it serves. Such a level of quality depends ultimately on the staff's desire and ability to work together, individually, and as a team. The employee is expected to be professional, punctual, maintain regular attendance, cooperative, motivated, and organized at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Additional duties may be assigned with or without prior notice.

Actively participates in assigned Patient Care Team duties and activities.

Provides quality customer service using AIDET Standards.

Evaluates and organizes health center operations to ensure the site is efficient and effective in patient flow and is financially viable.

Responsible for interviewing or training or coaching staff, including in functions unique to the health center.

Responsible for maintaining proficiency in the receptionist’s duties and responsibilities.

Training includes but is not limited to CHCCC’s culture and mission, practice management system, customer service expectations, payer sources, programs, and quality initiatives on a regular basis.

Ensures health center team are following Standard Work and procedures.

Monitors health center operations and is responsible for following and enforcing clinic policies.

Responsible for ensuring the management of patient schedules to maximize access and minimize errors and delays.

Monitors all functions of the patient check in/out process, including collections and deposits. Ensures these activities are completed daily.

Works with Health Center Manager to coordinate staff work schedules, and ensures adequate coverage of support staff functions when staff calls in sick, on vacation, etc.

Provides supervisory support for all support staff, including Receptionists and Medical Assistants. Reviews and approves timesheets per CHCCC policies and procedures as Health Center Manager’s backup.

Evaluates all health center staff in patient centered health care and patient care team delivery model.

Ensures health center and team are meeting TJC, HRSA, PCMH, HEDIS, UDS, CenCal, CHDP, and quality improvement guidelines and requirements.

Monitors the patient flow in the front office, and troubleshoots any problems and resolves any patient issues at the health center.

Must be customer service focused and ensure staff is providing excellent patient experience, customer service, and ensure quality outcomes.

Must be available to cover the front desk and assist patients with billing statements, if necessary.

Must champion and be able to implement basic customer service principles like AIDET.

Reviews intakes and superbills for special program utilization (i.e., CHDP, CDP, FP Pact, Homeless, PE, CDP, and Sliding Fee) and UDS demographic requirements such as MSO, SOGI, etc.

May assist to ensure all billing reports are accurate and timely.

Collaborates with Health Center Manager to complete Performance Evaluations in a timely manner.

Ensures competencies of all support staff by using skills competency forms developed for each position, if applicable.

Assists, monitors, and conducts audits (medical record, customer satisfaction, failed appointments, wait times, etc.) to ensure compliance with CHCCC policies, local, state, and or federal guidelines.

Ensures the integrity and standardization of medical records, that they are retained, protected, retrieved, transferred, and disposed of according to CHCCC policies, local, state, and or federal guidelines.

Works closely with Health Center Manager to ensure that front office functions are in compliance, and that staff are aware of any updates or changes.

Works closely with the Clinical Services Supervisor, RN, and LVN, if applicable.

Conducts monthly staff meeting to ensure all staff and providers are aware of any policy changes and communicates any changes in the organization.

Assist the Health Center Manager for scheduling emergency drills (e.g. fire, earthquake, active shooter, etc.)

Adheres to the policies and procedures of CHCCC’s Emergency Plan.

Maintains an efficient system for ordering forms, office, and medical supplies.

Ability to work with high volume of patients, and internal/externals customers, and deal with frequent changes, delay or unexpected events.

Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.

Demonstrates the knowledge and skills necessary to provide care appropriate to the age of the patients served (infants, pediatrics, adolescents, adults or geriatrics).

Demonstrates knowledge of domestic violence, child and dependent abuse protocols.

Demonstrates culturally sensitivity and competence with patients.

Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).

SUPERVISORY RESPONSIBILITIES

May supervise front office and medical records staff, Clinical Services Supervisor, RN and LVN. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include: interviewing, training employees, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or GED equivalent required.

Associates Arts degree in a business related field is preferred. Will consider if working towards degree with equivalent experience. Must submit education action plan within two months of employment and be enrolled in courses within six months of employment. Minimum two years of medical office experience required. Working knowledge and competency of CPT, billing codes and programs, HIPAA and Medical Records laws and regulations, and excellent customer service expectations.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of patients or employees of organization.

Bilingual - ability to read, speak and write in English and another language is desirable.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratios, percent, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply sound judgment in understanding to carry out instructions in written or oral form. Ability to make appropriate job decisions following standard office policies and past precedents.

COMPUTER SKILLS

Experience with word processing, spreadsheets, email, and keyboarding required. Proficiency in Microsoft Office required.

CERTIFICATES, LICENSES, REGISTRATIONS

Possession of current, valid, unrestricted California Driver's License (Class C) required.

CPR (BLS-C) card preferred.

OTHER REQUIREMENTS

Required to pass a criminal history background check upon hire.

Annual health examination; annual Tuberculosis skin test clearance or chest x-ray; proof of immunity to MMR, Varicella, and Hepatitis B; proof of Tdap vaccine; during current flu season, must provide proof of influenza vaccine or a signed declination form. If declined, a flu mask is mandatory during flu season.

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 regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit, stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and 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.

Ability to work in a fast-paced environment.

While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

Must be willing to have a flexible work schedule that may include evenings/weekends, and travel as needed.