Clinic Manager-Back Office

POSITION SUMMARY:

Under the direction of the CFO, this position is responsible for the business functions of the medical clinics. The Clinic Lead (Back Office) is responsible for routine administrative functions, staff scheduling, coordinating trainings and staff meetings, coaching staff on performance issues, problem solving between staff members, patients and facilitate positive communication, specifically as it applies to providers and medical assistants. Duties include developing and maintaining positive relationships with internal and external personnel, assisting in research and implementation of new programs, follow-up on problems and coordinating changes and improvements. The Clinic Manager (Back Office) promotes the effective use of personnel, supplies and equipment, billing, and collections.

MINIMUM OF QUALIFICATIONS:

1. Education: High school graduate or equivalent accompanied with additional training in office management equal to two years of college or four (4) years of related experience, or any satisfactory combination of experience and training which demonstrates the ability to perform the essential functions of the job.

1. Experience: General office, clerical, computer, and public relations knowledge required. Insurance billing &/or physician clinic experience preferred.

1. Job Knowledge: Capable of performing duties as assigned. Must be willing and able to learn all duties thoroughly to be able to instill confident training and be a resource to the business and medical assistant team. Ability to proceed on own initiative using independent judgment and discretion. Possesses excellent verbal and written communication skills, leadership and organizational skills, and interpersonal and time management skills. Knowledge of computer technology; including electronic health record system, word processing, spreadsheet, database, and graphics software in order to prepare publications, reports, and business correspondence. Knowledge of office management and administrative procedures and the ability to supervise and review the work of others. Ability to interact with professional, administrative and higher-level management personnel. Familiarity with medical records administration, including HIPAA and electronic medical records. Involves discretion and independent action within prescribed limits.

1. Skills: Planning, organizing, delegating, and supervising; gathering and interpreting data; developing and maintaining effective working relationships with staff, patients, public and external agencies. Assist w/training new business to MA staff and be a resource for any questions related to their positions. Ability to communicate clearly both verbally and in writing. Train according to established District policies and procedures. Confident in asking for assistance when needed.

1. Expected Hours of Work: Hours of typical operation are M-F, 8:00am - 5:00pm. Must be able to occasionally work a flexible schedule if needed. Willingness to work overtime as needed.

1. Personal Protective Equipment: Must be able and willing to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

1. Manager Responsibility: Manages the clinic back office. Working in conjunction with the Clinic Manager - Front Office and the CFO to oversee day-to-day management. Provides input for coaching, counseling, and documenting disciplinary and performance issues with all the clinic staff; evaluations, goal setting and performance improvement action planning of the clinical staff and make recommendations for disciplinary actions. Access to confidential staff information.

1. Travel: Occasional travel to LHD affiliates or to trainings may be required.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Appl. Initials __________

1. Able to work cohesively, positively, and respectfully as a team with other departments as needed.
2. Prepares and maintains patient files for Clinic as needed. Trains new staff for all outpatient Clinics.
3. Maintains and stocks supplies; anticipates increased/decreased need for consumable/disposable and billable supplies and orders appropriately. Oversees maintenance of equipment and clinic and business area; communicates such to the Maintenance Department or supervisor in a timely fashion. Trains new staff on same.
4. Rooms patients, accurately performs vital signs and other routine procedures as necessary. Trains new staff on same.
5. Business staff training to ensure consistency and support with Cerner, updates, registering patients, prior authorization, and insurances. Seeks out assistance from Informatics or supervisor as needed for updates or training.
6. Must always follow HIPAA. Maintains strict patient confidentiality.
7. Exhibits a professional, compassionate demeanor with patients and coworkers alike.
8. Follows chain of command. Directs concerns to the CFO as appropriate.
9. Maintains a neat appearance and follows facility dress code at all times.
10. Participates in fire and disaster plans according to the emergency manual. Trains new staff on same.
11. Demonstrates dependability by:
12. Reporting to work on time, as scheduled.
13. Requesting time off, in advance.