Clinical Office Manager

2 weeks ago

Mesa, United States CardioVascular Associates of Mesa Full time

**Job Overview**:Clinical Office Manager, under the general supervision of the Director of Administrative Services and Director of Clinical Operations, will oversee day to day operations and first-line support of CVAM’s Front and Back Office Departments. Is responsible for managing and coordinating staff to ensure effective and efficient operations of the departments. Develops and promotes teamwork within the departments. Provides leadership in the departments by displaying professionalism and leading by example. Communicates expectations clearly to staff and keeps staff informed on changes within the departments. Coaches and develops employees to ensure we are providing safe and high-quality patient care. Design and implement business strategies to help the clinic meet organizational goals.

**CLINICAL OFFICE MANAGER ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Provides direct supervision of all front office and back office staff ensuring efficient patient flow and established policies and procedures are followed.
- Responsible for taking callouts/late arrivals of all staff, reporting to HR and assigning appropriate coverage of offices.
- Responsible for recruiting and development of the departments; including training and mentorship.
- Responsible for employee performance and quarterly check-ins. Provides disciplinary and improvement performance standards per CVAM Policy and Procedures.
- Ensures appropriate staff scheduling, including payroll and time off requests.
- Staff recruiting and development; including training and mentorship. Employee performance reviews including probationary period and performance evaluation. Provide disciplinary and improvement performance standards per CVAM Policy and Procedures in coordination with HR and Senior Management.
- Coordinates and oversees 30, 60 and 90 Day Skills Check Off for all new hires.
- Ensure task completion and goal settings are prioritized and met in a timely manner and within CVAM Policy and Procedures protocols.
- Must have basic knowledge of provider preferences regarding individual clinic schedules. Utilizing Senior Management and other resources when unsure of proper scheduling protocol
- Task delegation and monthly quality reporting of work production to include: After hours call log, Orders Reports & Analysis, In
- House Testing & Proper Billing protocols, Triage, Alerts and Flags, Desktops for all clinical teams. Meaningful and compliant monitoring is expected along with weekly reporting to senior management for quality improvement, optimization, and assurance of meaningful use measures.
- Oversee template changes and evaluates needs with the Huddle group chat then assign duties as directed.
- Monitor individual staff productivity using productivity reporting quality and efficiency of teams. Utilize reporting errors as training opportunity.
- Report any issues to Senior Management along with implementation plan for improvement.
- Handles all Provider concerns regarding front and back office staff in coordination with Senior Management.
- Support and trouble shoot medical technology in the facility including medical equipment, Electronic record keeping, phone services, and janitorial services. Will be required to report system outage in real time and ensure a plan of action is executed and communicated to staff to ensure clinic work flow is not impacted and patients are able to be serviced.
- Ensure staff follow HIPAA and OSHA compliance rules and regulations.
- Maintain CVAM offices in working order and follow cleaning protocols.. Ensure offices are stocked appropriately and supply orders placed as needed. Will be required to collaborate with staff at satellite offices to ensure clinical and clerical items available for work.
- Assist the Senior Management with development, implementation, and execution of policies and procedures.
- Review and update job descriptions/ department policies and procedures regularly.
- Obtains packing slips on all items received and verifies that all items were received and signed off on. After delivery confirmation and assurance of verification of items packing slips will be forwarded to accounts payable personnel.
- Always performs concise and thorough documentation in real time including but not limited to incidents, Patient charts, E-mail, Team chats, physician inquiries, staff conversations/ disciplinary.
- First line for patient complaints related to front and back office - draft in incident report and escalate to senior management as needed.

23. Assess departmental utilization and execute both near-term schedule and long-term strategy.
- Encourages employees to discuss concerns and implements methods for improvement.
- Adhere to chain of command including proper reporting measures to senior management about resolution or escalation of assistance.
- All concerns to be addressed in real time and processed within 24-72 hours. Patient non-compliance must be documented and communicated with provider.
- Schedule a

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