Clinical Office Manager

1 month ago

Reno, United States Pine Park Health Full time
Job DescriptionJob Description

Geriatric Specialty Care is looking for a Clinical Office Manager to oversee the daily operations of our clinic and field-based primary care practice. This role involves supervising and coordinating a team of Medical Assistants and managing administrative tasks. You will work closely with the Clinical Director to ensure patient and community satisfaction, and provide administrative support. Key responsibilities include designing and implementing new workflows, managing IT systems, and promoting communication between clinical and non-clinical staff. Duties include (but not limited to) supervising Medical Assistants, hiring and training staff, conducting performance evaluations, and improving internal workflows to enhance the experience for all patients, the team, and the community.

Duties/Responsibilities:

  1. Clinic Operations
    • Opening and closing the space
    • Coordination of cleaners, trash, stocking supply closet, organization of the clinic
    • Fields issues or complaints from clinic patients or families
    • Oversight of daily operations and people in the clinic
    • Management of the lab & CLIA
    • Ensuring the clinic meets regulatory compliance standards
    • Establishes/implements goals, objectives, policies, procedures, and systems for all operational areas of the clinic.
    • Resolves administrative and operational problems, including maintaining clinic property, computer systems, and installed software applications.

  2. Management of Medical Assistant Team
    • Fielding requests for/approving Overtime
    • Oversee daily, weekly, and monthly team scheduling and work assignments
    • Daily oversight and checklists - monitor and audit in-baskets and tasks, ensuring timely and accurate completion of work
    • Organize and run huddles with the Medical Assistant team
    • Interviewing, hiring, firing, performance management
    • Creating & carrying out onboarding for new team members
    • Call outs/ attendance tracking
    • Checking and approval of time cards
    • Expense and PTO approval
    • Fielding questions about hours, overtime, etc
    • Stepping in to cover additional work when team members are out or behind
    • Cultivate a positive team environment with professionalism and resolve conflicts

  3. Workflow improvements/initiatives
    • Fielding feedback from Providers, nurses, and Clinical Director on the PCC team or clinic workflow improvements
    • Writing protocols to improve workflows
    • Training the PCC team on new workflows
    • Testing and implementation of new operational tools in the clinic or for home-based care

  4. Practice Management/Operations
    • Management of Provider and nursing on-call schedules
    • Management of time off email and PTO schedule
    • Switch phones from on-call to daytime and daytime to on-call
    • Daily coverage emails and coordination of coverage for staff on PTO - coordinates with Clinical Director plans on Providers & Nursing- correct assignment of phones for coverage
    • Administrative support - letters, mailing things, notary, arranging for lab pickups, coordinating supplies

Knowledge

  • Knowledge of the principles and practices of healthcare planning and management sufficient to manage, direct, and coordinate the operation of a healthcare organization.
  • Knowledge of the policies and clinical operations of the communities, including their health systems, is required to sufficiently interact with health care providers.
  • Knowledge of practice management computer systems and applications.
  • Knowledge of a clinic's policies and procedures is sufficient to direct its operations and provide effective patient care, including CLIA and other healthcare regulations and compliance.
  • Knowledge of government and reimbursement regulations and requirements.
  • Knowledgeable of Medicare, Medicaid, Managed care, and other third-party payor's guidelines.
  • General knowledge of accounting practices and procedures.

Skills:

  • Skill in exercising a high degree of initiative, judgment, discretion, and decision-making to achieve clinic objectives.
  • Skill in planning, organizing, delegating, and supervising.
  • Ability to gather and interpret data, analyze situations accurately, and take effective action.
  • Skill in establishing and maintaining effective working relationships with employees, policy-making bodies, third-party payers, patients, and the public.
  • Skill in exercising judgment and discretion in developing, applying, interpreting, and coordinating departmental policies and procedures.
  • Excellent verbal and written communication.

Abilities:

  • Ability to assume responsibility and exercise authority over assigned work functions.
  • Ability to take initiative and exercise independent judgment, decision-making, and problem-solving expertise.
  • Ability to establish and maintain quality control standards.
  • Ability to foster team building with all clinic staff.
  • Ability to organize and integrate organizational priorities and deadlines.
  • Ability to research and prepare reports or other correspondence as required.
  • Ability to competently use Google Workspace and appropriate practice management software.

Education and Experience:

  • 5+ years of healthcare administration
  • 2+ years of team management and supervisory experience
  • Experience in managing a medical clinic and/or Clinic Site Lead
  • High school diploma or equivalent

Physical Requirements:

Clinical Office environment, must be able to lift up to 25 lbs.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to be an accurate reflection of the current job, the Company reserves the right to revise the job or to require that other or different tasks be performed as assigned. All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. This job description in no way states or implies that these are the only duties to which will be required in this position, employees may be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.

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