Assistant Op Practice Manager - Clerical Support - 004

JOB SUMMARY: The Assistant Outpatient Practice Manager leads day-to-day clerical operations to ensure the efficient operation of the assigned clinics and quality of care provided to consumers. The position will coordinate standard operating procedures for the office and maintains a professional, trauma-informed and recovery-oriented atmosphere.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES: The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification with or without an accommodation. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

1. Coordinates and schedules outpatient staff to provide operational support coverage, including managing call outs.
2. Develops and implements clerical staff training to maintain regulatory and organizational compliance.
3. The ability to maintain a workplace of dignity and respect including equal employment opportunities for both staff and consumers.
4. . Monitors fiscal management for outpatient operations in compliance with Center's internal control policies and procedures
5. Ability to work collaboratively with the Center's Chief Financial Officer and Outpatient Practice Manager, including establishing appropriate communication and reporting systems.
6. The ability to work collaboratively with others and to accept constructive criticism from supervisors and managers.
7. Willingness to abide by Centerwide organizational rules and regulations
8. Maintains computer input and output in an accurate and timely manner
9. Develops and implements processes for accurately collecting first and third party insurance information and ensures correct and timely data reporting into the Center's EHR (Electronic Health Record) and other data systems
10. Develops and maintains procurement processes and procedures for clinic operational supplies
11. Insures accurate and timely distribution of incoming and outgoing mail
12. Monitors and reports outpatient facility safety and maintenance issues, as needed.

Specialized Assistant Outpatient Practice Manager Functions:

• LSBC reserves the right to change the location of work and that an employee may be required to work from any office or department of the company as the need arises or due to company demands.

COMPETENCIES: Knowledge, Skills, Abilities, and Motivation (KSAM) required for an employee to be successful.

• Serving Our Consumers: Effectively meeting consumer needs, building productive consumer relationships, and taking responsibility for consumer satisfaction and loyalty.
• • Consumer Focus: Building strong consumer relationships and delivering consumer-centric solutions.
  • Values Differences: Recognizing the value that different perspectives and cultures bring to an organization.

o Age Specific: Knowledge

o Basic Job Readiness: Courtesy, Flexibility, Reliability, Responsiveness

o Personal Effectiveness: Communication, Interpersonal Skills, Self-Management, Thinking Skills

o Organizational/Management: Compliance, CQI Commitment, Leadership, Linking/Networking, Management of Information, Organizational Participation, Safety

o Performance Specific: Crisis Management, Customer Focus, Medication Issues, TEAM Training,

• Effective Communication: Clearly conveying information and ideas to individuals and groups in a manner that engages the audience and helps them understand and retain the message.
• • Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  • Manages Conflict: Handling conflict situations effectively, with a minimum of noise.
• Continuous Improvement: The ongoing process of achieving positive changes in service and processes in order to improve efficiency and quality.
• • Resourcefulness: Securing and deploying resources effectively and efficiently.
  • Cultivates Innovation: Creating new and better ways for the organization to be successful.
• Expertise: Demonstrating proficiency of an employee's skill or knowledge within their field of practice.
• • Drives Results: Consistently achieving results, even under tough circumstances.

KNOWLEDGE AND JOB SKILLS: Must be computer literate. Able to type data in an accurate and timely manner. Demonstrates good verbal and written communication skills. Displays excellent telephone and customer service skills. Must be able to manage in the confines of an integrated healthcare system. Has a high level of interpersonal skills to be able to deal with operational and clinical staff that may have different priorities or views regarding a subject or issue.

PERSONAL QUALITIES: A pleasant and friendly manner is vital to satisfactory job performance. Must display patience and understanding of potentially difficult consumers. Must be alert and vigilant at all times. Dependability and adaptability essential for this position. Must show initiative and be able to work autonomously.

SPECIAL FACTORS: Maintains a professional atmosphere. Provides excellent customer service. Maintains good working relationship with center, as well as, facility staff and external agencies. Works with staff psychiatrist to coordinate pharmacological management.

JUDGMENT/DECISION MAKING: Utilizes established corporate policies and procedures in making decisions. Uses sound judgment in meeting the responsibilities and performing the duties of the position.

EDUCATION & EXPERIENCE:

• Education:
• • High School Diploma or equivalent required
• Experience:
• • At least three years' experience in a medical/psychiatric office setting.
  • Possesses excellent business writing and computer skills

TRAINING & DEVELOPMENT: Completes all requirements according to Individual Training Plan within the first six months of hire and annually. Other training and/or professional development may be assigned due to evolution of programs.