Clinic Operations Manager

Position Responsibilities/Standards

• Act as a business partner working with and advising the VP of Operations and Executive Team on Operational and HR-related issues, communicating needs proactively with solutions in line with the company's business objectives.
• Provide guidance/instruction to 100+ medical staff with multiple locations.
• Establish/maintain an effective working relationship with patients, physicians, and vendors.
• Responsible for interviewing, hiring, placing, and evaluating clinical employees.
• Management of OSHA and HIPPA compliance, along with coordinating annual training.
• Facilitate annual CPR BLS recertification to all employees.
• Ensure all employees are BLS-certified
• Provide initial EMR training and orientation for new providers and ongoing training and education for established providers.
• Employee Schedule – Completing monthly schedule and adjusting as needed throughout the month.
• Review and approve time sheets for Clinic Leads and Providers.
• Conduct staff meetings.
• Respond to patient complaints and requests. Investigate and follow up accordingly.
• Audit and approve all inventory orders.
• Audit and approve all incoming invoices and forward them to Accounts Payable.
• Manage Radiology department and ensure Laboratory Services are in accordance with clinical and governmental standards (CLIA) (COLA)
• Implement and update as needed the policy and procedures for the front office, nursing, and laboratory.
• Work directly with the Medical Director, establishing policies and procedures for Physicians and Mid-Levels.
• Ensure accurate and appropriate completion of all medical care rendered to patients.
• Review and coordinate proficiency testing, quality control checks, and equipment calibrations for all facilities.
• Perform monthly laboratory quality assessment reviews.
• Audit departmental performance and ensure compliance with accreditation, legal and other regulatory requirements.
• Instructor for DOT Drug Screen Collections
• Assist HR Manager with the processing of payroll and control of overtime.
• Act as a liaison between the billing office and clinic staff and providers in regard to billing-related questions, ICD-9, and ICD-10 coding/transition, and provide guidance and direction.
• Facilitate openings of new locations and changes/updates to existing locations.
• Vendor management including but not limited to security, signage, heat/air, grounds maintenance, medical equipment, cleaning service, and all clinical service vendors.
• 1st point of contact for all I.T and EMR-related issues.
• Website management and marketing.
• Screen/ schedule all patients who need to schedule FAA Physical and DOT Physicals

POSITION QUALIFICATIONS

Minimum Qualifications:

• Associate degree in a related field or equivalent
• Four to six years of related experience or equivalent
• Demonstrated proficiency in supervising and motivating subordinates
• Commitment to excellence and high standards
• Excellent written and oral communication skills
• Basic competence in subordinates’ duties and tasks
• Ability to work with all levels of management
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Proficient in Microsoft Office programs
• Proven leadership and business acumen skills
• Proven ability to handle multiple projects and meet deadlines
• Strong interpersonal skills
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Good judgment with the ability to make timely and sound decisions
• Creative, flexible, positive, and innovative team player

COMPETENCIES:

• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; Responds promptly to customer needs Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control and maintains a positive outlook; Remains open to others’ ideas and tries new things.
• Teamwork – Balances team and individual responsibilities; Exhibits objectively and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Visionary Leadership – Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.
• Managing People – Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates’ activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Foster quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.
• Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.