Clinical Services Administrator

JOB SUMMARY OF MAJOR FUNCTIONS

Under the direct supervision of the Executive Director Eugene Health Services, this position coordinates and facilitates the administration of all support and scheduling staff for the Ko Kwel Wellness Center (KWC) Medical Clinic in Eugene and ensure coordination and consistent practices with the KWC Medical Clinic in Coos Bay. This includes outpatient primary care services, patient volume, quality of care metrics and quality improvement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides leadership and oversight to the nurses, lab technician, medical assistants, receptionists, and medical records technician. This includes reviewing and evaluating performance; coaching and providing feedback; and assisting with corrective action measures as necessary.

2. Assists with development and implementation of budgetary processes.

3. Coordinates with IT health information personnel to improve and maintain accurate administration of system work processes, and logistics.

4. Participates and contributes to the Quality Improvement (QI) program; including monitoring on-going data collection processes to measure quality and identify quality related problems or concerns, and coordination and integration of quality improvement activities.

5. Maintain Biomedical Maintenance and Quality Assurance program for all medical equipment.

6. Provide oversight for the Infection Control Program.

7. Coordinate department meetings as needed.

8. Manage and provide oversight for the risk management program including but not limited to reviewing all incidents and adverse events and ensuring corrective actions are taken as needed.

9. Ensure compliance AAAHC standards that apply to the Medical clinic including but not limited to monitoring preparing for the tri-annual AAAHC survey process conducting corrective actions following the survey as needed. Coordinate onboarding for the medical clinic including but not limited to ensuring appropriate initial training for safety has been completed.

10. Develop schedules and assignments for staff to facilitate meeting relevant metrics and other benchmarks and standards as directed.

11. Maintain and implement KWC policies and procedures for all services provided in the Eugene medical clinic. Maintain and ensure compliance with Clinical (including Nursing) S.O.P. (Standard Operating Procedure).

12. In coordination with KWC leadership team, assist in establishing short and long term departmental goals; to be approved by the Health and Wellness CEO and Executive Board of Directors. Assists in the preparation of documents, plans and reports regarding those goals.

13. Provide assistance in preparation of Annual Departmental budget(s) in coordination with the Leadership Team. Reviews and monitors expenditures to remain within established annual budget and compliance with the Tribe’s fiscal management ordinance.

14. Provides input into the development and expenditure of funds.

15. Attend specific meetings designated by the Executive Director Eugene Health Services or other KWC Leadership.

16. Other duties as assigned.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the job.

PHYSICAL REQUIREMENTS

Requires the ability to communicate orally, repetitive movement of the wrists, hands and/or fingers, often requires walking, standing, sitting for extended periods of time, raising or lowering objects, and occasionally requires lifting up to 25 pounds. Work is generally performed in an office setting and outdoors. Occasional evening and weekend work are required. Work involves exposure to hazardous material and infectious disease Will often be required to travel by automobile, commercial or private carrier. Local travel is frequently required, statewide and national travel is occasionally required. The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

The individual must be able to perform the essential duties and responsibilities of the position safely, efficiently, and accurately. Work duties or processes may be modified, when appropriate and feasible, to support successful performance without creating a significant safety risk.

1. Excellent verbal and written communication skills with strengths in team building, and cooperative problem solving. Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations.

2. Ability to foster an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the Coquille Indian Tribe.

3. Ability to develop the skills of others to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods.

4. Demonstrated ability to be results driven; making decisions that produce high-quality results by applying technical knowledge, analyzing problems, and calculating risks.

5. Knowledge and skill in performing department-level administrative functions, including personnel and budget management, procurement, preparation and administration of contracts, grants and agreements and program evaluation and reporting.

6. Ability to maintain effective working relationships with outside governmental officials, administrative and granting agencies.

7. Ability to successfully carry out all phases of grant administration including writing grant applications, developing, and tracking budgets, and grant reporting.

8. Ability to read and understand technical documents and manuals, as well as the ability to write such documents for use by others.

9. Be computer literate. Exhibit a level of computer literacy sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports.

10. Ability to maintain professionalism, confidentiality, and objectivity under constant pressure and crisis situations. A breach of confidentiality or fraud is grounds for immediate dismissal.

Qualifications

REQUIRED QUALIFICATIONS

1. Bachelor’s degree in a Health-related field or Business Administration, OR a combination or relevant education and work experience managing operations and multiple staff in a healthcare, or business environment for a combined time span of 10 years, OR greater than 10 years of experience managing staff, certifications in leadership and professional development.
2. Minimum Five (5) years of management and supervisory experience in a public health or medical outpatient setting, or equivalent is required.
3. Specific knowledge and experience in maximizing billing opportunities, including working with State Medicaid agencies and coordinating agreements is required.
4. Knowledge of HIPAA privacy and confidentiality guidelines is required.
5. Knowledge of value-based care, quality metrics, population health, and regulatory compliance.
6. Current and valid driver’s license in good standing is required with no insurability restrictions from the Tribe’s insurance carrier-or ability to obtain within 30 days of employment.
7. Required to accept the responsibility of a mandatory reporter of abuse and neglect of infants and children, people who are elderly or dependent, individuals with mental illness or development disabilities or residents of nursing homes and other health care facilities. This includes reporting any evidence of physical injury, neglect, sexual or emotional abuse or financial exploitation.
8. First Aid/CPR certification required or ability to obtain within 90 days of employment.

PREFERRED QUALIFICATIONS

1. Experience with Epic/OCHIN or other electronic health record (EHR) systems.
2. Experience leading primary care clinic operations, workflow redesign, and access optimization initiatives.
3. Experience supervising multidisciplinary healthcare teams, including nursing, medical assistants, and front office staff.
4. Project management, leadership development, or healthcare administration certifications are preferred.
5. Knowledge of Indian Health Service programs is preferred.
6. Knowledge and experience with QI and patient metrics are preferred.
7. Experience with Health Care Accreditation (AAAHC) preferred.
8. Experience working within a Tribal environment is preferred.