Clinic Operations Manager

Compensation Range: $60,000-$65,000/annually commensurate with experience

Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.

Overview: The Clinic Operations Manager (COM) is responsible for helping oversee the day to day operations of the health center. The COM implements procedures to optimize patient care, helps ensure proper training of staff, facilitates proper billing processes to reduce denials and self-pays, ensures scheduling and front end documentation workflows, and ensure optimal customer service both in person and by phone. This role helps proactively address issues that prevent the clinic from running smoothly.

Key Responsibilities:

• Ensure and facilitate coverage for professional and accurate scheduling of patient appointments across all onsite operations.

• Assist Clinic Director with oversight of front desk staff and Intake Specialist.

• Along with the Patient Care Coordinator, helps monitor and ensure compliance with patient follow-up NCC and CM appointment policy and procedures.

• Cover and support Patient Care Coordinator as needed.

• Manage inventory of office supplies and client concessions.

• Ensure timely mail pickup, delivery, and distribution.

• Oversee patient scanning volume and ensure regular upkeep and labeling of all documents in electronic medical record systems.

• Maintain a clean, presentable, and functioning office space.

• Contribute to daily huddle in appropriate areas.

• Provide administrative support to Clinic Director.

• Understand the needs of customers, effectively provide service and problem resolution, and escalate to Clinic Director as needed.

• Set calm and organized tone for front desk area and waiting room Registration and Scheduling Administrative/Quality Assurance

• Assist with coordination of clinic coverage as needed.

• Dedication to meeting the expectations of internal and external customers, working to create a positive experience for all.

• Help ensure front desk and other staff are trained in customer service, de-escalation, and represent agency values.

• Help facilitate the distribution, documentation, and reconciliation of metro cards.

• Ensure patient co-pays are collected.

• Participate in Staff, Leadership and other collaborative meetings.

• Cover for the front desk when needed including scheduling appointments, verifying insurances, answering phones, etc.

• Ensure front desk facilitate follow-up appointments for every patient where required by provider.

• Perform additional duties and support office staff when needed. HR & Compliance

• Work in collaboration with Clinic Director on administrative tasks as needed.

• Read and adhere to all organizational policies and procedures and follow Employee Handbook guidelines.

• Maintain inventory, reconciliation, and ordering of UND cards remanded and ensure proper documentation.

• Audit patient information in electronic medical record for accuracy (eg, Medical Record Number, insurance, PCP, etc).

• Collaborate with Community Partnerships and other internal department to maximize patient visits, relationships, etc.

• Participate in quarterly advocacy.

• Adhere to and participate in the mandatory HIPAA / Privacy Program and Employee Compliance Program.

• Escalate all clinical and/or operations questions/issues to Clinic Director and/Director of Healthcare Operations as necessary.

• Adherence to Housing Works Core Values All-In, Stronger Together, Membership, High Performance.

Requirements:

• Requires associate's degree or higher.