Clinic Manager

Position Summary: The Clinic Manager is responsible for the daily operations of the clinic, ensuring that the health clinic facilities run smoothly and offer high quality healthcare to every patient it serves. Responsible for the coordination of efficient patient scheduling,     oversight of Medical support staff, ensuring adequate staffing resources, management of inventory and supplies, participates in finance management of the Medical Dept, adherence to regulatory standards and maintaining policies and procedures. The Clinic Manager            provides administrative support to the CMO, carrying out duties which directly support the office operations. 

S    Specific Duties and Responsibilities:

1. Manages the daily operations of the Health Clinic including oversight of patient scheduling, efficient office flow and assisting with any related needs as they arise. Continually works to achieve maximum clinical efficiency and productivity, while maintaining the highest quality of patient care.
2. Oversee and manage the Medical support team;
3. Manage staff schedules, ensuring adequate coverage.
4. Ensure needed triage, telephone triage, emergency walk-ins and other patient needs are directed to the appropriate medical staff for follow-up.
5. Ensuring adequate training of Department personnel is provided both initially and periodically.
6. Completion of staff evaluations and formal feedback during evaluation periods, and offer guidance as needed.
7. Responsible for assisting subordinate staff with managing workplace conflict, acting as a mediator if needed.

• Develops guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
• Holds regular department meetings with staff to review and provide information updates, discussion of clinic operations and assures ongoing training is provided.
• Develop the Medical Department policies and procedures with CMO for presentation to the Executive team and Board of Directors for final review and approval.
• Coordinates provider schedule, ensuring provider coverage with a temporary locum tenen or contractual provider during provider vacancy and or scheduled time off.
• Responsible for ensuring there is an updated two-month provider schedule in place and is communicated to all staff who have a need to know. The schedule includes assigned administration time.
• Communicates provider needs with the Human Resource Dept, giving at least a 30-day notice to find coverage.
• Distributes weekly medical department staff assignments with providers and coverage for pre-planned leaves. This includes daily rotation for walk-in assignments per each team.
• Reviews biweekly timesheets to assure staff completion and manager’s signature of approval of all medical staff prior to submission to payroll including providers timesheets after CMO signature for approval.
• Assist the CMO in the coordination of laboratory services, pharmacy services, and other ancillary personnel activities and schedules at all program sites. See that the lab CLIA certificate is current.
• Ensures the medical department staff license renewals/re-certifications, and training certificates are maintained and that copies are housed in the medical department for readily access as needed.
• Oversees the current inventory of supplies and equipment in accordance with established policies/procedures, ensuring the annual physical inventory count is completed in Excel format, with cost information, and provided to the Chief Finance Officer (CFO) within three weeks of June 30 which is the end of the fiscal year.
• Manages annual medical department budget and reporting to Chief Executive Officer (CEO), CFO and CMO the results of the monthly revenue and expenditure reports.
• Acts as Code Manager for procurement of supplies, equipment, services training and other expenses that require a purchase order through the Virtual Business Office (VBO).
• Submits a monthly Board Report of provider productivity with an update of activities of the medical department to the administrative assistant.
• Develop and maintain ongoing maintenance and calibration schedule for all equipment; ensuring that biomedical services are completed annually by designated employee.
• Oversees monthly immunization and vaccine usage reports.  Works with the Outreach Director in coordinating the Immunization program. Supervises completion of the IHS quarterly immunization report. Ensures annual VFC recertifications are renewed as scheduled.
• Responsible for establishing and maintenance of standards of cleanliness, infection control and organization within the medical clinic area in compliance with relevant regulatory requirements. Ensuring regular in-service trainings are provided for all Medical staff on infection control precautions.
• Ensures that quarterly Infection Prevention and Control internal site surveillance is performed and reports submitted and maintained on file as recommended by AAAHC, following CDC guidelines and policy.
• Maintains an on-going program of Quality Control Management for the Medical Department in accordance with accrediting agency and Organization policies.
• Leads in the process of preparation for site surveys and accompanies surveyors during the site survey including AAAHC, Partnership, VFC and quarterly pharmacy consultant.
• Works with the health records staff and Medical staff in the monitoring of patient charts and follow-up items; ensuring training is provided on a regular basis. 
• Participate in grant related workgroups as designated by CMO.
• Ensure that clinic is closed, locked, and alarm set each night.
• Meet deadlines for duties and assigned projects in a timely manner.
• Participates in continuing education on a regular basis, to enrich skills and knowledge, to provide progressive professional development.
• Other duties as assigned by the CMO.
•       Qualifications:

   

  1. Must have a bachelor’s degree in health care administration, business administration or a related field.
  2. Master's degree in a related field preferred.
  3. Must have two (2) years of health care operations supervisory/management experience or three (3) years of progressive relevant clinic leadership experience.
  4. Exceptional organizational skills to ensure that quality services are provided.
  5. Knowledge of procuring supplies, equipment, and staff needed at the clinic.
  6. Proficiency in managing budgets, billing, and working with suppliers and vendors.
  7. Competency with computer-based healthcare administration systems.
  8. Exceptional interpersonal skills for liaising with patients, healthcare providers, and specialists, as well as the public.
  9. Possess a current CPR card.
  10. Preference will be given to Native Americans in accordance with P.L. 93-638.
  11. Must be willing to submit to and pass a pre-employment drug screening test.