Clinic Manager

ALBANY AREA PRIMARY HEALTH CARE, INC.

JOB DESCRIPTION

OPERATIONS MANAGER

JOB SUMMARY

Under supervision of the COO, the Operations Manager assists in the following areas: Consults and advises the COO and DON on problems relating to the operation of clinic departments. Recommends changes in policies to carry out objectives of the clinic more effectively. Provides leadership and direction of operations to ensure accomplishment of objectives.

JOB CLASSIFICATION: FSLA Status: Exempt 306 Bachelor's

307 Master's

DUTIES AND RESPONSIBILITIES

1. Supervise day-to-day operation of clinic departments (Front Office, Medical Records, Insurance, and Nursing). Provide direction and guidance.

2. Audits Medic to ensure all “self pay” patients have off bill documentation of SFS.

3. Directly involved with orientation/training, timely feedback during 90-day introductory period.

4. Promote retention of employees by monitoring morale and professional development of staff.

5. Execute performance reviews and disciplinary actions timely with appropriate documentation.

6. Work with department staff to develop/implement performance goals and objectives.

7. Maintain compliance with government and reimbursement requirements and with standards of quality care.

8. Review all claim denials, corrects and returns to Insurance Department expeditiously.

9. Run monthly A/R and addresses all accounts that need follow up to support AAPHC goals.

10. Responsible for providing a record system in which medical records policies are followed.

11. Promote monthly goals specific to productivity, collections and reducing no-shows.

12. Monitor operations to ensure productive, cost-effective outcomes and addresses deficiencies by revising processes.

13. Ensure that patients express a high degree of satisfaction in the clinic by promoting effective customer relations to the staff.

14. Develop positive problem solving skills with staff and coworkers.

15. Monitor Close of Day process to promote internal controls on cash, charges, and encounters.

16. Close of Month procedures completed on time and accurately.

17. Promote both interdepartmental and intradepartmental communications and team building.

18. Conduct monthly staff meetings to include agenda and encourage problem solving.

19. Monitor facility to maintain inventories, reduce clutter, promote cleanliness and décor, and promote safety.

20. Nursing - Audit all nursing documentation: referral log, Rx sample log, and nurse stamp.

21. Nursing - Review nurse triage protocol to support timely access of care.

22. Nursing - Facilitate and monitor patient education specific to responsibility of nurses.

23. Nursing - Monitor timeliness of returning patient messages to promote positive clinical and patient outcomes. Accuracy of message slips.

24. Other duties as assigned by the COO.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of organizational policies, procedures, and systems; computer systems and applications; medical practices and terminology. Ability to manage time, set priorities, and focus energies in an efficient, effective manner; analyze problems and follow through on solutions; facilitate the orderly flow of work. Good writing skills and communication skills. Skill in developing effective relationships with medical staff, patients, and the public. Knowledge of Medicare, Medicaid, and other third party payers specific to filing claims, follow-up, and effective collection procedures. Knowledge of medical records systems and legal requirements specific to record keeping and release of information.

EDUCATIONAL REQUIREMENTS

Bachelor's or Master's degree in health care, business, accounting, or business administration preferred.

Management courses in accounting, human resources, statistics, and/or data collection.

WORK EXPERIENCE REQUIREMENTS

Experience or education in budget analysis and data collection.

TYPICAL PHYSICAL DEMANDS

Requires prolonged sitting, some bending, stooping, and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires normal range of hearing and eye sight to record, prepare, and communicate appropriate reports.

TYPICAL WORKING CONDITIONS

Normal office environment. Occasional evening or weekend work.

EVALUATION OF THE OPERATIONS MANAGER

The COO reviews the performance of the Operations Manager annually with input from DON and Clinic Director.

JOB RELATIONSHIPS

Supervised by: COO

Employees supervised: Business Office Staff

Medical Records Staff

Nursing Staff

Revised 05/04

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